Executive Assistant (Hybrid)

Please note that this is a 6 Months Contract position and is Hybrid, but should be able to travel 3 days a week to Titusville,NJ.

JOB DESCRIPTION:

Top Skills:

• Role will be HYBRID (3 days onsite) in Titusville, NJ
• Travel, may have to travel to Spring House, PA once a month (if needed)
• Associates degree is required, a Bachelors degree is preferred
• Must have at least 5 years of experience
• Must have Pharma or Biotech experience
• Administrative duties include: supporting VP with calendar scheduling, will submit monthly expense reports for VP, and any other admin tasks
• The rest of the role is more of a Coordinator role
• Need to have experience with Excel
• Will be responsible for running reports
• Must be comfortable with MS Office Suite
• Must be organized
• Must have time management skills

Education and Experience Requirements:
•    Associates degree or equivalent experience and 5 years of relevant work experience is preferred; experience in pharmaceutical or biotech research and development is a plus.
•    Proven experience and practical knowledge in executive administrative support, project coordination, and project management with matrixed responsibilities in the pharmaceutical industry is required.
•    Experience supporting senior leaders or executives, including complex calendar management across global time zones, is strongly preferred.
•    Experience working in a global or matrixed organization, including supporting stakeholders across time zones, is strongly preferred.
•    High proficiency in MS Office Suite, including Word, Excel, PowerPoint, and Outlook.
•    Proven experience using AI-enabled platforms, such as Microsoft Copilot, Claude, or similar tools, to create efficiencies, improve ways of working, and support productivity.
•    Strong written, verbal, presentation, and interpersonal communication skills, with the ability to interact professionally across functions and levels.
•    Demonstrated ability to work independently, stay organized, manage time effectively, and follow through on deliverables.
•    Positive, flexible, and collaborative mindset with a willingness to adapt, work well with others, and contribute to continuous improvement.
•    Flexibility in working hours is occasionally required to effectively support global teams.
•    Demonstrated experience supporting projects and/or business operations in a matrixed environment.
•    Ability to travel to Spring House, PA maybe once a month, if needed only

Preferred Attributes:
•    Proactive, resourceful, and able to anticipate what is needed and take appropriate action.
•    Organized and disciplined in managing information, notes, deadlines, calendars, and follow-ups.
•    Comfortable asking thoughtful questions when clarification is needed while using available training, documentation, and prior guidance.
•    Open to feedback and able to incorporate review comments into improved work products.
•    Able to balance independence with appropriate escalation, review, and alignment.
•    Professional presence and confidence when interacting with cross-functional stakeholders and senior leaders.
•    Collaborative, respectful, and positive team member who remains flexible during change.

Position Summary:

The CPP Project Coordinator provides administrative, project coordination, process, and operational support to enable effective execution of priorities across Clinical Pharmacology & Pharmacometrics (CPP). The role serves as a central point of coordination for the CPP Leadership Team and is responsible for supporting meeting and event coordination, leadership support activities, operational reporting, tracker maintenance, communications, and follow-up on key business activities.
This position requires a highly organized, proactive, and collaborative individual who can work independently, manage competing priorities, and support a global, matrixed environment. The successful candidate will communicate effectively across functions and levels, demonstrate sound judgment and attention to detail, and help ensure smooth day-to-day operations and business continuity.
The individual must be able to anticipate needs, identify potential issues, coordinate actions across stakeholders, and ensure timely follow-through. This role also requires a positive, adaptable mindset, a willingness to embrace new ways of working, strong learning agility, and the ability to leverage AI-enabled technologies and other digital solutions to enhance efficiency and support continuous improvement.