Zenith LifeScience · 9 hours ago
Senior Administrative Assistant
Nutley, NJ
Contract
Onsite
Mid, Senior Level
4+ years expZenith LifeScience is seeking a Senior Administrative Assistant to provide high-quality administrative support to the Global Regulatory Operation Services department. The role involves managing calendars, coordinating travel, processing expenses, and supporting meetings, while also assisting with HR activities as needed.
Clinical TrialsConsultingLife SciencePharmaceuticalProduct Research
Responsibilities
Personal assistant to GRSO’s Head, including calendar/meeting management
Support day to day administrative activities for the GRSO department, such as being the point of contact for general inquiries about the department, knowledge of all administrative systems/software (i.e. Concur, travel agency, ReadSoft), procurement of office/meeting supplies, arranging/coordinating IT support as needed
Document management: creation of template (in Word, Excel, PowerPoint) and management of documents such as monthly reports, Unit objectives, department’s budget. Maintain and update GRSO’s internal website as needed and no less than once a month
Manage GRSO’s monthly FTE reporting for all US/Canada colleagues
Coordinate both domestic and international travel arrangements for GRSO colleagues, as well as supporting or arranging (as needed) executive level visitors from the home office and other regions. Research travel options and other travel arrangements (i.e. car service, train, flights, hotel) via the company’s travel system/agency. Assist with passport/visa requirements for international travel
Expense Report Submission: Process travel and entertainment expense reimbursements using ADP Concur for GRSO’s Head and GRSO’s members as needed. Track expenses, compile and submit P-card expense reports on a monthly basis
Invoice Processing: Manage, process and coordinate approval of invoices via ReadSoft on a monthly basis. Contact vendors to resolve any discrepancies or problems. Answer all vendor inquiries. Advise supervisor of any invoice errors or non-compliance issues. Scan copies of invoices, correspondence, and checks for filing
Meeting support (remote and in-person): assist with remote meeting setup and administrative support during meetings (i.e. logistics, audio-visual services, meeting minutes). Coordinate and assist with overall aspects of pre, during and post on/off-site meetings (i.e. logistics, agenda, meeting supplies, food services) as needed
Assist HR Business Partner with candidate interview schedules, new hire on-boarding and other HR activities as required. Any other team-initiated program and ad-hoc duties as required
Qualification
Required
Associate degree is required
4+ years related administrative experience supporting multiple individuals
Must have strong organizational skills and excellent judgment and reasoning abilities
Individual must be customer and employee focused, able to multi-task, work under minimal supervision, and demonstrate resiliency and high productivity in a fast-paced environment
Must have an ability to handle sensitive and confidential information and documents appropriately. Maintain appropriate archive for all relevant and legal documents
Must have excellent verbal and written communication skills, exceptional interpersonal skills and ability to work cooperatively and collaboratively with others
Must have proficient computer skills with Outlook, and Microsoft Office programs (Word, Excel, PowerPoint)
Collaborative team player with simultaneous ability to work autonomously and manage competing demands and shifting priorities
Preferred
BA/BS degree preferred
Company
Zenith LifeScience
Zenith LifeScience is a consulting company that specializes in clinical trials, research, pharmacovigilance, and regulatory compliance.
51-200 employees
H1B Sponsorship
Zenith LifeScience has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (21)
2024 (10)
2023 (3)
2022 (14)
2021 (4)
2020 (4)
Funding
Current Stage
Growth StageCompany data provided by crunchbase