Executive Admin & Project Coordinator- Pharma (Hybrid- New Brunswick, NJ)

6-month contract (extensions possible) as a W2 employee of Stage 4 Solutions, 40 hours per week, 50% onsite at the client’s office in New Brunswick, NJ.

About the role

Provide administrative and project support to the Executive Director of Global Upstream and Cell Line Development, the Executive Director of Analytical Development and Attribute Sciences, and the Senior Director of Potency and Impurities Analytical Development in a multi-site biologics-development organization. The position requires mastery of executive-level administrative and project-management functions, including projecting a strong professional presence internally and externally while handling sensitive information with confidentiality, discretion, and sound judgment.

Responsibilities

• Support the three senior leaders and their ~160 staff across multiple sites.
• Perform highly diverse, time-sensitive, complex administrative functions, projects, and tasks; collaborate with Biologics Development Operations to support organizational administration and operations.
• Manage calendars, schedule meetings, conferences, and events; make domestic and international travel arrangements; file and manage expense reports; maintain accurate departmental records; on-board and off-board contractors and employees.
• Plan and manage the year-long calendar, site and vacation schedules for the leadership team and department events; coordinate high-level department meetings, town halls, and social events, including content and logistics; keep the organizational SharePoint site up to date.
• Record meeting minutes in OneNote, distribute surveys using MS suite tools, draft and send department communications, assemble town-hall slide decks, and oversee overall communications.
• Coordinate across other operational and administrative staff in the organization.
• Maintain a positive attitude, high productivity, and adaptability to change; proactively anticipate conflicts, problems, and team needs, and implement solutions with minimal supervision.
• Interface professionally with senior executives and staff, handle confidential information with discretion, and demonstrate diplomacy in sensitive situations.
• Anticipate key issues and implement action plans based on shifting priorities and commitments.
• Prioritize activities aligned with departmental objectives and business needs.
• Maintain professional and technical knowledge through continuous learning modules.

Requirements

• 4–9 years of administrative or comparable experience; prior Executive Associate or Project Coordinator experience preferred.
• Highly proficient in Concur Travel/T&E, MS Teams, SAP, eSetup, conference-room scheduling, WorkDay, and SharePoint (or willingness to learn rapidly).
• Expertise in MS Office Suite (Outlook, PowerPoint, Word, Excel, OneNote, Forms, MS Teams).
• Strong technology savviness to support strategic initiatives and processes.
• Highly motivated, independent thinker with proven problem-solving and analytical skills.
• Ability to prioritize, work proactively both independently and collaboratively across organizational levels, functions, and time zones, especially during periods of heavy workload.
• Commitment to true collaboration and partnership to meet business goals, including providing back-up support for planned and unplanned absences.
• Associate degree required; BS in a business-related field highly desirable.

Benefits

• Health benefits offered.
• 401K offered.

Pay

$40–$41.95 per hour.