Administrative Assistant - Lancesoft : Job Details

Job Description: POSITION SUMMARY Provide traditional administrative support to WWS personnel as needed. This support may extend to personnel located at other WWS sites when needed. Perform inspection readiness activities for WWS functions as required.POSITION RESPONSIBILITIESALL LEVELS (BUSINESS SUPPORT 2, 3, and 4) Provide traditional administrative support to WWS senior leadership in the management of day-to-day activates, including:o Management of Outlook calendarso Coordination of cross-functional and off-site meetings (i.e., scheduling, conference room reservations, teleconference/WebEx set-up, and associated logistics)o Coordination of travel arrangementso Preparation of expense reports and tracking of reimbursementso Arrangement of interviews, onboarding and offboarding of employees and contractorso Arrangement of visitor passes and accesso Preparation of purchase orders, coordination of requests, routing of invoiceso Ordering of supplies and equipmento Set up and maintenance of electronic and hard copy project and correspondence fileso Management of distribution listso Coordination of new employee trainingo Preparation and editing of reports and presentations using Microsoft Office softwareo Tracking of workflow items, initiating follow-up when necessaryo Creation of meeting agendas and taking of minutes when requested Independently identifies problems or issues and implements remedial actions to address Responsible for quality of work that impacts supervisor /department/line Work with other WWS Administrative Support colleagues to coordinate coverage and provide back-up administrative support for WWS colleagues as neededBUSINESS SUPPORT 3, 4 Support activates related to inspection readiness and live inspections Perform line-specific activities as requested. Activates may include, but are not limited to:o Resource management updates (i.e. headcount reports)o Review and repository maintenance of org charts, CVs and job descriptionso SharePoint and MS Teams site maintenanceo Reconciliation and quality control of documentso GDMS document managemento Data analysis and metric developmento Tracking and posting of CMCD/GDMS entrieso AE white mail intake and metric reporting Work with other WWS Administrative Support colleagues to provide back-up support for line-specific activities due to periods of high activity or colleague absence Develop and provide training on ***s administrative procedures and processesBUSINESS SUPPORT 4 Support the most complex workflow and inspection readiness activities as requiredORGANIZATIONAL RELATIONSHIPS This position will support across WWS supporting Business Management, Safety Quality, Risk Management, Product Safety Surveillance and Drug Safety Unit. The role will require direct collaboration with colleagues across sites inclusive of Sr VP, VP and Director level roles.EDUCATION AND EXPERIENCE Minimum administrative experience of 3 years (Business Support 2), 5 years (Business Support 3), 7 years including support of senior leadership (Business Support 4) High-school diploma or General Educational Development (GED) required; Bachelors degree preferredTECHNICAL SKILLS REQUIREMENTS Proficiency in Microsoft Office Suite Experience using *** systems preferred (e.g., Ariba, PT&E, etc) Detail-oriented approach to work with strong organizational skills and follow-through Excellent communication skills with an ability to respond with professionalism in verbal and written communications with all levels of management Ability to interact professionally with internal colleagues, regulatory/government agencies and external organizations Problem-solving mentality, including resourcefulness and ability to work across functions (i.e., finance, IT, facilities, site management) to resolve issues as they arise Proven ability to prioritize activities and work independently, including handling multiple tasks with tight deadlines and working well under pressure Ability to anticipate conflicts and use diplomacy to resolve as required Appropriate use of discretion in the management of confidential informationHM NOTES:PPK (then move to Parsippany end of 2024 or early 2025)Onsite ~ 3/4 days per weekSchedule: Mandatory onsite 3 days / 4th day maybe work from home / first shiftInterviews: Teams MeetingCandidate must be willing to work 3 days onsiteCandidate must be willing to move from PPK to ParsippanyEmployee Benefits: At LanceSoft, full time regular employees who work a minimum of 30 hours a week or more are entitled to the following benefits. (To be bought)

• Four options of Medical Insurance
• Dental and Vision Insurance
• 401k Contributions
• Critical Illness Insurance
• Voluntary Permanent Life Insurance
• Accident Insurance
• Other Employee Perks

About LanceSoftLanceSoft is rated as one of the largest staffing firms in the US by SIA. Our mission is to establish global cross-culture human connections that further the careers of our employees and strengthen the businesses of our clients. We are driven to use the power of our global network to connect businesses with the right people, and people with the right businesses without bias. We provide Global Workforce Solutions with a human touch. EEO EmployerLanceSoft is a certified Minority Business Enterprise (MBE) and an equal opportunity employer. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. LanceSoft makes hiring decisions based solely on qualifications, merit, and business needs at the time