Administrative Assistant II


Admin and Secretarial

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Job Type




Salary Range


No. of Openings


Branch Information

Central New Jersey, NJ - (USA) 561 US Highway 1 South Unit 4A NJ Edison , NJ 08817



Job Description

General administrative support to approximately 14 Industrial Development (ID) professionals in

Bridgewater, NJ and approximately 12 External Manufacturing, N. America (EM NA) professionals located

in Framingham, MA. Requires periodic travel to Framingham, MA to meet with EM NA team.

General administrative support includes but not limited to:

* Scheduling meetings (including conference rooms) with internal and external attendees

* Planning and coordination of offsite group meetings

* Sets up and maintains department files and records, e.g., contracts, e‐rooms (including access for

internal and external users). Acts as data room coordinator. Maintains Industrial Development

SHAREPOINT document repository.

* Provide phone coverage for senior EM NA and ID staff

* Provide assistance with acquiring/repair of technology equipment (laptop, phones)

* Act as focal point for required technology upgrades (laptops, cell phones)

* Arrange travel schedules and reservations for multiple associates. Provide available flights, ground

transportation and hotel, then schedule through Concur or directly with BCD travel

* Prepare expense reports in Concur for senior EM NA and ID staff

* Arrange ground transportation and hotel reservations for external visitors

* Prepares departmental Purchase Requisitions in e‐buy system for non‐routine department projects

with external partners

* Prepares Confidentiality Agreements with external partners in conjunction with Sanofi Corporate

Legal department

* Order office supplies, business cards etc.

* Manage and provide input as needed to group services requests, catering requests, technology


* Assist staff with questions related to software application or other technology information. Liaise

with Help Desk to resolve issues

* Preparation of FedEx mailings of signed documents to Customers

* Supports ID group with coordination of sample shipments to Sanofi sites and/or contract

manufacturing organizations

* Administrative support of the Quality Management System for External Manufacturing, including

but not limited to:

o Coordination and maintenance of EM NA training activities (filing, review for missing


o Coordination and maintenance of EM NA job descriptions (filing, review for missing content,

initiation of annual review)

o Administrative maintenance of EM NA SOPs and associated documents (hard copy and

electronic filing, distribution)

o Administrative maintenance of EM NA Annual Product Reviews (hard copy and electronic


o Filing and maintenance of QA specifications into data rooms

o Create and filing of Product information for EM NA QA

* Other administrative duties as assigned


* Ability to multi task and handle pressure

* Must be detail oriented and able to quickly adapt to changing situations

* Ability to work independently and must be comfortable with decision making

* Works effectively and cooperatively with others; establishes and maintains good working


* Strong familiarity with Microsoft Office packages including Word, Excel, PowerPoint and preferably


* Understanding of IT concepts

* Must demonstrate a commitment to company values

* Excellent oral and writing skills in English and preferably also in French

* Pharmaceutical industry experience desirable

Basic requirements

Associate Degree or equivalent experience plus a minimum of 5 years' experience in a similar role.