Executive Admin and Office Manager - Sintetica US

Job Description

Job Description

Executive Admin and Office Manager – Sintetica US
Sintetica US, Princeton, New Jersey, On site / Flexible
Full-time
201-500 employees · Pharmaceutical Manufacturing
About the job

Founded in 1921 and headquartered in Mendrisio (Switzerland), Sintetica's mission is to continuously strive to improve therapies by enhancing its products' formulations and usability for the benefit of clinicians and patients.
We do so in close cooperation with clinical experts, who shape our understanding of their unmet needs and drive our efforts to address them. With this trust and insight, we push the limits of science and technology to make therapies safer for patients and easier to perform. Every year we reliably supply millions of doses of our products across a range of therapeutic classes, including anesthesia and analgesia, while expanding to address further healthcare needs.
In 2022, Sintetica took another important and significant step in its growth strategy as it established its subsidiary Sintetica US, headquartered in Princeton, New Jersey. Sintetica US is uniquely positioned with a strong core business, best in class research and development, high quality Swiss manufacturing, and a valuable pipeline. The company will bring a portfolio of innovative products to US customers and patients.
To strengthen our Sintetica US team at our headquarters in Princeton, NJ, we are currently looking for an Administrative Assistant.
Essential Tasks and Responsibilities
Flexible schedule, must be able to be in the office up to 2-3 days/week.
Experience required, preferably supporting a Commercial organization in the pharma industry.
Schedule and coordinate meetings with internal and external groups as needed, including organizing all meeting logistics (availability of attendees, meeting rooms, travel etc.)
Provide support to company visitors.
Support the President of Sintetica US, by organizing calendar, booking travel and accommodations, logistics etc.
Responsible for coordinating sales conferences, meeting schedules, working with host organizations for exhibit space etc.
Cover the reception desk and reply to email, telephone, or face-to-face inquiries.
Answers phone calls, schedules meetings, and supports visitors.
Carries out administrative duties such as filing, typing, copying, binding, scanning, etc.
Exhibits polite and professional communication via phone, e-mail, and mail.
Supports the team by performing tasks related to organization and strong communication.
Ensure the operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and evaluating new equipment and techniques.
Maintain office supply inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies, verifying receipt of supplies.
Submit and reconcile expense reports.
Maintain the contact list and receive, sort, and distribute the mail.
Greet and assist visitors and business partners during the office visit.
Implement clerical duties and administrative processes.
Skills
Reporting Skills
Administrative Writing Skills
Microsoft Office Skills
Managing Processes
Organization
Analyzing Information
Professionalism
Problem Solving
Supply Management
Inventory Control
Verbal Communication
Requirements
High school diploma or equivalent education required.
BA/BS degree required.
3 years of administrative assistant experience preferred.
Excellent communication skills
Knowledge of appropriate software including Microsoft Word, Excel, and Outlook, Microsoft PowerPoint, and Adobe Acrobat
We offer
Full-time permanent position in collaborative working environment and positive culture.
Sintetica promotes diversity and gender equality.
Potential for career growth on an expanding team.
Competitive salary with annual bonus, 401K, Medical, dental and vision benefits.

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