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Contract Administrative Assistant - R&D at PTC Therapeutics, Inc. in SOUTH PLAINFIELD, New Jersey

Posted in Management 30+ days ago.

This job brought to you by eQuest

Type: Full-Time

Job Description:

Job Description Summary:

Job Description:

Our continued growth has created the need for a Contract Administrative Assistant to support our pre-clinical R&D organization.

This is a long term contract assignment.

The Administrative Assistant provides office services by completing assigned administrative tasks and implementing/supporting administrative systems, procedures, and policies, and monitoring administrative projects.  The incumbent performs varied and complex support functions and relieves his/her manager of administrative details that require knowledge of department policies, practices and procedures.
The Administrative Assistant serves as an information resource on department, division, and organization policies and procedures, keeps abreast of changes, and assists management in implementing new/revised procedures.  He/she supports and assists departmental members and/or the department leadership by providing administrative assistance as needed. 
The incumbent works cross-functionally with internal departments and external resources on administrative matters. 
The Administrative Assistant supports multiple people, functions and projects within the commercial organization.

Primary duties/responsibilities:

  • Assists in the creation of documents, memos, reports, spreadsheets and presentation materials as needed and requested by department members and/or the department head.

  • Manages calendar(s) and coordinates scheduling including scheduling of interviews.

  • Schedules, plans, coordinates meetings & teleconferences involving internal team members and external stakeholders.

  • Serves as a contact and provides logistical support (arranging hotel accommodations and transportation, ordering food for meetings, and preparing expense reports for reimbursement) for visiting scientists, interviewees, consultants, and speakers.

  • Arranges global and domestic travel (transportation, lodging, passport/visas, etc.)

  • Prepares expense reports, submits expense reports for reimbursement, monitors their progress, and helps resolve issues if they arise.

  • Processes and tracks confidentiality agreements, contracts, purchase orders, invoices, etc.

  • Creates presentations for executive level, internal and external audiences.

  • Performs routine filing, faxing, shipping, phone duties.

  • Resolves administrative problems by coordinating preparation of reports and prioritizing projects.

This is a long-term contract assignment


Bachelor’s degree and a minimum of 3 years of related experience or an Associate degree and a minimum of 10 years of related experience or a Diploma or Certificate and a minimum of 15 years of related experience.
Special knowledge or skills needed and/or licenses or certificates required.

  • Demonstrated ability to accurately, efficiently and effectively manage multiple calendars (Microsoft Outlook and various cloud-based calendars), global travel itineraries and special projects.

  • Demonstrated proficiency using the advanced functionality of Microsoft Office (Outlook, PowerPoint, Excel and Word).

  • Excellent verbal and written communication and skills.

  • Ability to work independently, proactively and collaboratively, as required, in a fast-paced, matrixed, team environment consisting of internal and external team members.

  • Analytical thinker with excellent problem-solving skills and the ability to adapt to changing priorities and deadlines. 

  • Excellent planning, organization and time management skills including the ability to support and prioritize multiple projects. 

  • Ability to handle confidential information with discretion.

  • Flexibility to work outside of core business hours when necessary.

Special knowledge or skills and/or licenses or certificates preferred.

  • Experience providing high-level administrative support at executive or departmental level in a pharmaceutical, biotechnology or related environment.

EEO Statement:

PTC Therapeutics is an equal opportunity employer. We welcome applications from all individuals, regardless of race, color, national origin, gender, age, physical characteristics, social origin, disability, religion, family status, pregnancy, sexual orientation, gender identity, gender expression, disability, veteran status or any unlawful criterion under applicable law. We are committed to treating all applicants fairly and avoiding discrimination.

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