+1 908 704 8843      270 Davidson Avenue, Suite 103, Somerset, NJ 08873
Job Description

Responsibilities:
  • Coordinate functional leaders’ projects & manage information flow within the function. 
  • Maintain leader's calendar and coordinate meetings using Microsoft Outlook. 
  • Write correspondence and distribute on behalf of VP. 
  • Assist VP and Staff with writing, formatting, and editing presentations, letters, meeting minutes, action items, announcements, memos, faxes, e-mails, etc.
  • Appropriately coordinate administrative office management with a minimum of direction and instruction. 
  • Provide general administrative support to the function as necessary. 
  • Assist with requests from department members or other internal customers for support and direction on resolving issues. 
  • Participate as a member of teams as assigned to coordinate activities and act as a conduit of information to other departments.
  • Coordinate visitor arrangements (ground transportation, lodging, meeting agendas, dinner arrangements, & miscellaneous assistance as requested)
  • Coordinate high-level multi-day executive meetings that include executives from Ingelheim Corporate, BIVI, & OPU's throughout the world.
  • Select venue, coordinate reservations and negotiate costs related to lodging, transportation, meeting space, electronic support, food, entertainment provide on-site support throughout the functions)
  • Maintain inventory and order all supplies for department, including office supplies, promotional materials, etc. 
  • Maintain and reconcile departmental purchasing and meetings cards.
  • Review Staff Expense Reports for accuracy and adherence to Company policy. 
  • Forward to Vice President for approval.
  • Complete expense reports and reconciliations for functional leader.
  • Track Staff PTO and approve time-off logs on behalf of functional leader.
  • Performs all Company business in accordance with all regulations (e.g., EEO, FDA, etc.) and Company policy and procedures. 
  • When violations are noted/observed they are to be immediately reported to management. 
  • Demonstrate high ethical and professional standards with all business contacts in order to maintain BIVI’s excellent reputation in the community

Required:

  • Advanced knowledge of Microsoft Office (Word, Excel and PowerPoint) and Outlook.
  • Demonstrated strong attention to detail with demonstrated high work standards
  • Demonstrates excellent verbal and written communication skills
  • Strong organizational/administrative skills.
  • Ability to understand business information for interaction with personnel in various departments who have high levels of responsibility as well as interaction with other outside operating units.
  • Ability to make independent, professional decisions and excellent telephone skills are required.
  • Absolute dependability in terms of meeting deadlines and handling confidential information.
  • Working experience background in the manufacturing industry desirable.
  • Individual must be a self-starter and work independently