We are looking for a dependable Office Assistant to support daily administrative operations for a growing pharmaceutical organization in Whippany, New Jersey. This Contract to permanent position is ideal for someone who enjoys keeping an office running smoothly while assisting leaders and internal teams with coordination, communication, and documentation. The role offers broad exposure across office administration, employee support, and operational activities, making it a strong fit for a highly organized individual who can manage shifting priorities with care and consistency.
Responsibilities:
- Oversee routine office activities to maintain an organized, efficient, and well-run workplace environment.
- Provide administrative support to company leadership, including calendar coordination, meeting logistics, travel planning, and follow-up on assigned projects.
- Arrange meeting spaces, prepare materials for internal gatherings, and help coordinate company events and cross-functional activities.
- Track office supply levels, place orders as needed, and assist with purchasing and expense-related documentation.
- Receive, sort, and distribute mail and deliveries while serving as a point of contact for incoming calls and general inquiries.
- Assist with onboarding and offboarding tasks, maintain employee records, and respond to routine questions related to policies, benefits, and administrative processes.
- Support business operations by helping with purchase order processing, shipment coordination, inventory documentation, and reimbursement-related activities.
- Monitor designated business and compliance inboxes, route messages to the appropriate teams, and contribute to accurate, timely internal communication.
- Help maintain business information across communications channels, including support for website updates and other administrative reporting needs.
- At least 2 years of experience in office administration, clerical support, reception, or a similar business support role.
- Strong organizational skills with the ability to handle multiple responsibilities and meet deadlines in a fast-paced setting.
- Clear verbal and written communication skills, along with a detail-oriented approach to internal and external interactions.
- Ability to manage confidential information with discretion and sound judgment.
- Proficiency in Microsoft Office and comfort with standard administrative tools and business applications.
- Experience with inbound call handling, document scanning, filing, and other general clerical duties.
- Ability to work both independently and collaboratively across departments.
- Prior experience supporting HR, executives, or operational processes is preferred; a New Jersey Notary Public License is a plus.