Office Assistant
Location: New Providence, New Jersey
Employment Type: Contractor to Permanent (3–6 month trial period)
Work Schedule: 4–5 days per week in office, with optional remote work on Fridays
About the Role
We are seeking a proactive and organized Office Assistant to support daily office operations and provide administrative support to leadership. This role combines office management, employee engagement, and executive assistance, requiring someone who thrives in a small, dynamic company environment. The ideal candidate is flexible, solution-oriented, and enjoys creating a positive and collaborative work atmosphere.
Key Responsibilities
Office Support
- Support daily office functions and create a welcoming environment for employees and visitors.
- Serve as the main point of contact at reception: greet guests, answer office questions, manage mail, and handle shipments.
- Be prepared to handle regulatory visits appropriately.
- Assist employees with planning office meetings, including site coordination and catering orders.
- Manage office vendors, including equipment maintenance and supply orders.
- Coordinate with building management on issues like temperature, cleaning, and other facilities needs.
- Create new hire badges, conduct office tours, and review office procedures.
- Assist in organizing company-wide events, executive meetings, off-sites, office lunches, team activities, and holiday parties.
- Foster a positive and collaborative office culture.
- Support ad-hoc projects and tasks as needed.
Administrative Support
- Provide proactive administrative support to leadership, including calendar management and resolving scheduling conflicts.
- Coordinate domestic and international travel; assist with expense reporting.
- Schedule recurring meetings, prepare agendas, and distribute meeting materials.
- Manage purchase orders, process invoices, and assist with financial administration tasks.
- Support recruitment efforts by scheduling interviews, coordinating candidate travel, and providing onsite support.
- Prioritize competing tasks and act proactively to address organizational needs.
- Serve as a versatile team member, contributing to special projects and covering gaps as they arise.
- Anticipate problems, take initiative, and provide solutions before issues escalate.
- Collaborate with other office admin team members to maintain an efficient and positive workplace.
Requirements
Education & Experience
- Bachelor’s degree preferred.
- 5+ years of experience in office coordination/management.
- 2+ years of experience in an administrative support role.
- Experience in pharmaceutical or biotech industries preferred but not required.
Skills & Attributes
- Positive, can-do attitude with a willingness to help others.
- Self-starter with a “roll up your sleeves” mentality.
- Strong written and verbal communication skills.
- Proficient in Microsoft Office, Teams, and advanced Outlook calendar management.
- Excellent interpersonal skills with the ability to build relationships across the organization.
- Highly organized with strong multitasking and prioritization abilities.
- Ability to work independently and collaboratively.
- Trustworthy and discreet with confidential information.
- Flexible and adaptable to handle ad-hoc tasks as needed.
- Able to lift boxes and office supplies over 30 lbs
