IT CONTRACTOR - Administrative Assistant at Shionogi Inc. in Florham Park, New Jersey

Job Description:

The Administrative Assistant will provide administrative support to the Vice President, Information Technology as well as other team members in Information Technology in all processes with emphasis on Purchase Order coordination, tracking and payments.  The Administrative Assistant will perform additional administrative tasks that include - but are not limited to the following: 

RESPONSIBILITIES

• Manage Purchase Order creation, tracking and payments for the IT department.


• Reconcile monthly financial statements with PO’s, invoices, and check requests post close.


• Manage monthly financial accrual submissions for the IT department.


• Act as a gatekeeper for Head of IT and manage active and potential vendors.


• Calendar management and scheduling of appointments which include internal and external meetings.


• Assist project teams with end-user communications and individual 1:1 follow-up discussions.


• Revise and finalize PowerPoint presentations and other meeting materials.


• Coordinate travel arrangements for team members using travel management software.


• Process expense reports and reconcile corporate charge card billing statements.


• Manage office and technical supplies for the department.


• Copying, faxing, filing, mailing overnight/shipping as required.


• Perform research on specific topics and coordinate activities of projects/events as needed.


• Perform other administrative or office duties or projects as required or as assigned.


• Cover reception desk as needed.

REQUIREMENTS

• High school diploma or equivalent; Bachelor’s degree preferred.


• Minimum of 2 years of administrative assistant experience; preferably in a relevant business environment with some IT related experience.


• Pharmaceutical or equivalent regulated industry, experience a plus.


• Demonstrated high levels of proficiency with Microsoft Office Suite (Office, Word, Excel, and PowerPoint).


• Experience managing purchase order creation, tracking and payments highly preferred.


• Attention to detail; strong organization and follow-up skills a must.


• Strong communication skills, both verbal and written.


• Must demonstrate a high degree of confidentiality with regard to sensitive information.


• Ability to prioritize tasks to achieve established deadlines.


• Excellent professional phone presence.


• Must be a self-starter, be able to multi-task and actively seeks out work.


• Ability to author modest communications independently and with minimal direction.


• Ability to build relationships and interface with administrative support team of company.


• Highly organized, with the ability to assist others in organizing documentation and records.


• Ability to anticipate needs and analyze and solve problems quickly and proactively.


• Must be flexible and adaptable to changing project priorities, work assignments and deadlines.


• Must live a commutable distance to our US Corporate Headquarters in Florham Park, NJ.

To be considered for this position, you must apply and meet the requirements of this opportunity.

We look forward to reviewing your resume & qualifications.

DISCLAIMER

The job description is not designed to cover or contain a comprehensive listing of requirements, duties or responsibilities that are required of the employee. Other requirements, duties and responsibilities may change or be assigned at any time with or without notice. 

EEO 

Shionogi Inc. is an equal opportunity/affirmative action employer.

All qualified applicants will receive equal consideration for employment opportunities based on valid job requirements without regard to race, color, religion, sex (including pregnancy), sexual orientation, gender identity, marital status, national origin, age, ancestry, citizenship, disability, genetic information, status as a disabled veteran, a recently separated veteran, Active Duty Wartime or Campaign Badge Veterans, and Armed Forces Service Medal Veterans, or any other characteristic protected by applicable law.

It is the policy of Shionogi Inc. to undertake affirmative action in compliance with all federal, state, and local requirements to recruit a diverse pool of applicants and to ensure that our employment practices are, in fact, non-discriminatory.

Information Technology