Quality - Project Coordinator

Position Title: Quality - Project Coordinator
Work Location: New Brunswick, NJ
Assignment Duration: 6 Months
Work Schedule: Mon-Fri (normal business hours)
Work Arrangement: 50% On-Site Presence Required

Must Haves:
o Require Associate's Degree; BS highly desirable in a business-based degree
o At least 4 years administrative or comparable experience. Prior Executive Associate or Project Coordinator experience preferred
o Must be highly proficient in various Client systems (or willing to learn rapidly) (Concur Travel/T&E, MS Teams, SAP, eSetup, Conf Room Scheduling, WorkDay, and SharePoint); MS Office Suite (Outlook, PPT, Word, Excel, OneNote, Forms, MS Teams); high technology savviness
o Highly motivated, independent thinker with proven problem-solving and analytical skills. Ability to utilize technology effectively to support strategic initiatives and/or processes

Position Summary:
Position provides administrative and project support to the Executive Director of Global Upstream and Cell Line Development, the Executive Director of Analytical Development and Attribute Sciences and the Senior Director of Potency and Impurities Analytical Development. This is a multi-site organization responsible for development of our organization’s biologics products.

Background & Context:
The position requires mastery of the executive associate and project management function, including projection of a strong presence internally and externally with a high level of professionalism. Candidate will perform highly diverse administrative and project management duties, which involve senior level contacts and exposure to sensitive information requiring confidentiality, discretion, and good judgment, as well as the highest level of core behaviors.

Key Responsibilities:
· Support the Executive Director of Global Upstream and Cell Line Development, the Executive Director of Analytical Development and Attribute Sciences, and the Senior Director of Potency and Impurities Analytical Development (~160 staff across multiple sites)
· Perform highly diverse, and often time-sensitive, complex administrative functions, projects, and tasks; work closely with Biologics Development Operations function to support organization administration & operations
· Manage calendars, schedule meetings, conferences, and events, makes domestic and international travel arrangements, file & manage expense reports, maintain accurate departmental records, and on-board & off-boards contractors and employees.
· Plan and manage year long calendar, site & vacation schedules for leadership team and department events; manage, coordinate and organize high level department meetings, townhalls, social events, including coordinating content and logistics; manage and keep upto date organizational SharePoint site.
Manage meeting minutes in OneNote, send out surveys using MS suite tools or other tools
· Draft and send out communications to department; assemble townhall slide decks and manage overall communications; strong professional writing skills
· Must have a strong understanding of SharePoint, since will be responsible for upkeeping many pages
· Strong organizational skills, pay close attention to detail and follow-up, and properly balance priorities and resources.
· Coordinates across other operational and administrative staff in the organization
· Maintain a positive attitude, a high level of productivity, and is adaptable to change.
Proactively look ahead at schedules, events, and needs of manager/team, anticipate conflicts, problems and issues, and take appropriate steps to produce desired outcomes with minimum assistance from supervisor.
· Interface in a professional manner with senior executives and staff, handle confidential information with discretion and demonstrate diplomacy and excellent judgment in dealing with sensitive situations.
· Anticipate key issues and implement action plans based on changing priorities and commitments.
· Prioritizes activities and takes action based on an understanding of departmental objectives and business needs.
· Maintains professional and technical knowledge by remaining current with our organization's continuous learning modules.
· High proficiency with MS Office Suite, SharePoint and strong learning agility to keep up with tools

Qualification & Experience:
· Require Associates Degree; BS highly desirable; educational experience may be substituted for appropriate and relevant experience.
· At least 5 years administrative or comparable experience.
Prior Executive Associate or Project Coordinator experience preferred
· Highly motivated, independent thinker with proven problem solving and analytical skills.
Ability to utilize technology effectively to support strategic initiatives and/or processes
· Ability to interact with colleagues at all levels of the organization.
· Must be highly proficient in various our organization systems (or willing to learn rapidly) (Concur Travel/T&E, MS Teams, SAP, eSetup, Conf Room Scheduling, WorkDay, and Sharepoint)
· High proficiency in MS Office Suite (Outlook, PPT, Word, Excel, OneNote, Forms, MS Teams); high technology savviness or strong learning ability and willingness to learn
· Detail oriented with excellent oral and written communication skills. Adapts easily to new learning situations, can establish priorities, is very proactive, reliable and accountable, and works with minimal supervision.
· A collaborative team player who effectively builds relationships with team and other departments and can work independently.
· Demonstrates ability to prioritize, pro-actively work independently and collaboratively with other administrative assistants/external partners, across organizational levels, functions, and supports business needs across different time zones and during periods of heavy workload. · Exhibits a positive work attitude, high productivity and a collaborative approach with other employees across a matrix and international environment.
· The expectation of all administrative assistants within Product Development team is that of true collaboration and partnership to ensure business needs/goals are met. Also required to provide back-up support as needed to cover planned vacations as well as unplanned absences.

 

At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position's pay range is $40.00/hr – $41.95/hr.