Office Assistant (temp to perm)

ADC Therapeutics•New Providence, NJ

23h•Onsite

About The Position

The Office Assistant will have a unique mix of responsibilities including office operations and administrative support. The Office Assistant will help with day-to-day office operations for the New Jersey office while focusing on continuing to build a positive, supportive, and fun culture. This position will also support several leaders with their calendar management, travels, and expense reimbursements. This role requires a proactive, hands-on approach and genuine willingness to jump-in wherever needed. The ideal candidate thrives in a dynamic small company environment where flexibility, initiative, and a "team-first" mentality are essential. The Office Assistant would be highly organized and proactive, has experience executing tasks with minimal direction while also bringing their own solutions. This is a contractor to perm opportunity with a 3-6 month trial period. This role is based in New Providence, New Jersey, 4 (infrequently 5) days a week in office, with flexibility to work remotely on Fridays.

Requirements

Bachelor’s degree preferred
5+ years’ experience in Office coordination/management
2+ years’ experience in Administrative Support role
Positive attitude – willingness to help others
Demonstrated "roll up your sleeves" mentality with a track record of proactively identifying needs and taking action
Strong written and verbal communication skills
Proficient in MS Office, Teams and with Advanced Outlook organizational skills
Strong interpersonal skills and the ability to build relationships with employees and external partners.
A sense of ownership and accountability, and a willingness to be flexible with ad-hoc tasks
High attention to detail and the ability to multitask
Strong ability to work independently and as a team player
Expert ability to prioritize
Trustworthy and discreet in reference to confidential information
Must be able to pick up boxes/office supplies in excess of 30 lbs as needed

Nice To Haves

Experience in the Pharmaceutical/Biotech industry preferred, but not required

Responsibilities

Support daily office functions for the New Jersey location.
Create a friendly and helpful office atmosphere as the main point for reception including greeting employees and guests, answering office questions, distributing mail, shipping items as needed and other administrative duties.
Be alert to regulatory agency visits and how to properly handle appropriately.
Help employees plan office meetings, including site coordination and catering orders.
Support office vendor management which includes equipment maintenance and ordering supplies.
Liaison with building management for office issues including temperature control, cleaning services and more.
Create new hire badges, conduct office tours, and review office procedures with employees as needed.
Help to coordinate events such as all-company meetings, executive meetings and off-sites, office lunches, team events, and holiday parties.
Creating and fostering a work environment promotes positive morale.
Ad-hoc projects/tasks as requested.
Provide flexible, proactive administrative support to various leaders as organizational needs dictate.
Coordinate domestic and international travel.
Create and submit expense reports via Concur for leaders as needed.
Help with calendar management in Outlook; resolving meeting conflicts and helping each leader meet their goals for meeting management.
Proactively coordinate and schedule regular occurring meetings.
Gather input for agendas and distribute agendas before meetings.
Create and submit purchase order requests for leadership team members.
Input purchase orders, process invoices and other financial administration tasks.
Assist with candidate interview scheduling, travel arrangements, and onsite interview coordination and candidate care.
Prioritize conflicting needs; handle matters expeditiously and proactively
Serve as an organizational "utility player” pitching in on special projects, covering for colleagues, and filling gaps wherever they arise.
Take initiative to identify and solve problems before they escalate; anticipate needs and act on them
Partner and collaborate with other office admin team members to ensure the overall office needs are met and we maintain a positive and enjoyable office culture.
Embrace the small company environment where everyone contributes beyond their job description to help the team succeed.