We are looking for an experienced and highly organized Sr. Administrative Assistant to support senior leadership in a fast-moving pharmaceutical environment based in Madison, New Jersey. This contract opportunity with potential for a permanent role is ideal for someone who can manage shifting priorities, communicate with confidence, and keep executive operations running smoothly in a hybrid setting. The successful candidate will bring strong judgment, discretion, and a proactive approach to coordinating schedules, travel, meetings, and key administrative activities.
Responsibilities:
- Oversee complex executive calendars by scheduling appointments, resolving conflicts, and ensuring leaders are prepared for daily commitments.
- Arrange domestic and international travel plans, including transportation, lodging, itineraries, and related expense documentation.
- Create, format, and refine presentations, reports, correspondence, and other materials used by senior leadership.
- Coordinate leadership meetings, internal events, and corporate gatherings by managing logistics, materials, and follow-up communication.
- Process expense reports, invoices, and purchase requests while maintaining alignment with company policies and approval procedures.
- Anticipate administrative needs, respond quickly to urgent requests, and help executives stay focused on high-priority business matters.
- Handle sensitive business information with a high degree of confidentiality, professionalism, and sound judgment.
- Support special initiatives by tracking milestones, monitoring action items, and following through on deadlines with internal stakeholders.
- Work across departments to improve administrative workflows and strengthen day-to-day operational efficiency.
- At least 5 years of experience providing support to senior executives within a corporate setting.
- Background in pharmaceuticals, healthcare, biotechnology, or another life sciences environment is preferred.
- Demonstrated success managing demanding calendars, executive travel, and high-level meeting logistics.
- Advanced skills in Microsoft Office, including Outlook, Excel, Word, and PowerPoint.
- Familiarity with travel and expense management platforms such as Concur is preferred.
- Strong written and verbal communication skills with the ability to interact effectively across all levels of an organization.
- Excellent organizational skills, close attention to detail, and the ability to manage multiple priorities independently.
- Proven ability to handle confidential information with discretion while adapting to a fast-paced work environment.