Hired by Matrix, Inc. Executive Assistant - Medical Affairs in Basking Ridge, New Jersey

Executive Assistant - Medical Affairs

Job Type:Contract

Job Location:Basking Ridge

New Jersey

Job Description:

Job Description

  • Our Client, a global pharmaceutical group, is seeking a Medical Affairs Executive Assistant possessing excellent MS Office experience as well as excellent interpersonal, verbal and communication skills.

The ideal candidate will have current experience as an Executive Assistant in the Pharmaceutical industry supporting Medical Directors and Chief Medical Officer, This individual will:

  • Provide high-level administrative support specializing in the management of complex calendaring.

  • Responsible for providing high-level administrative support; ensuring the smooth workflow and daily operations of the Medical Affairs Department.

  • Assist in assuring that tasks are completed in a timely manner and deadlines are met.

  • Writes email correspondence, creates/prepares PowerPoint presentations, Excel spreadsheets and Visio organizational/flow charts.

  • Responsible for establishing a good working relationship with staff, other departments (Quality and Pharmacy), executive team, medical staff and external contacts.

  • Will build working relationships with outside consultants and professionals from other organizations and participate in meetings as an active member of the team contributing insights and taking minutes.

  • Coordination of meetings, conferences, continuing medical education programs and special events.

  • Will work with highly confidential information and matters.

  • Schedules and manages travel arrangements; often complex.

  • Prepares expenses reports bi-weekly.


  • Composes and types routine memos and correspondence.

  • Copies, faxes and routes information as requested.

  • Establishes and maintains official documents and records in appropriate files.

  • Provides excellent organizational and time management skills; must adhere to and meet all deadlines.

  • Responds independently to a broad range of inquiries.

  • Keeps Supervisors' calendar up-to-date.

  • Makes necessary arrangements to ensure details for meetings are completed.

  • Participates in outside research, as necessary, for some projects.

  • Prepares recurring and special reports and presentations by gathering data, interpreting data and assembling reports using PowerPoint, Excel, etc. for executive's review and distribution.

  • Proofreads and edits materials.

  • Provides confidential administrative and clerical support to executive.

  • Receives, opens, sorts, reads and prioritizes executive's mail.

  • Schedules appointments, meetings, conferences, luncheons, hotel reservations and travel plans.

  • Serves as a receptionist for executive, receiving and screening visitors and telephone calls.

  • Strong call-screening capabilities in dealing with salespeople and non-essential calls.

  • Types documents, memos, correspondence, presentations, forms, charts, tables and the like from rough draft.



  • Excellent knowledge of Microsoft Office Suite (Word/Excel/Access/Power Point).

  • Excellent interpersonal, verbal and written communication skills.

  • Ability to establish and maintain positive and effective work relationships with coworkers, clients, members, providers and customers.

Please submit your resume for consideration. Once submitted, feel free to contact Cathy at201-226-3529for additional information.

Approx. Duration: 6 months

About Hired By Matrix

Hired by Matrix, Inc. is a full service staffing and recruiting company that enables Fortune 200 and mid-market companies nationwide to achieve their strategic goals. Founded 29 years ago by CEO Sharon Olzerowicz, Hired by Matrix distinguishes itself as an exceptionally reliable partner whose industry knowledge and continuous pursuit of excellence allows the company to deliver the caliber of professionals who become our clients' most important assets. Our responsiveness, tenacity and know-how apply to all service delivery channels, from corporate procurement executives and hiring managers to Managed Service Providers (MSPs).

We recruit for a variety of job types including IT, Finance and Accounting, Administrative, Marketing, Clinical/Scientific & Human Resources. Our team of expert account managers along with our recruiters who specialize in a range of capabilities and niche disciplines, collaborate closely with our clients to understand their needs, corporate requirements and company cultures. Using this information, our teams build robust, fully customized pipelines of highly-qualified contract professionals that we manage, motivate and monitor throughout the life of the assignment resulting in successful matches, long contracts and repeat business.

Hired by Matrix offers our contract professionals competitive salaries, benefits after 60 days and a 401k option after one year.

Equal Opportunity EmployerWBENC CertifiedWOSB Certified

CEO Sharon Olzerowicz serves on the WBENC Board and is a long-standing member of the Forum Governing Group.