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Administrative Assistant (Onsite - Marietta, PA)

Alphanumeric Systems | Pharmaceutical Manufacturing Environment

Alphanumeric is hiring an Administrative Assistant to support our long-standing pharmaceutical client in Marietta, PA. This onsite, day-shift role is ideal for a highly organized professional who thrives in a fast-paced, regulated environment and enjoys supporting senior leadership and site operations.

Pay Rate: $40-$45/hour

About the Role:

This position provides high-level administrative and operational support to site leadership, including direct support to the VP, MAPS Operations. You will play a critical role in ensuring smooth day-to-day operations, driving organizational effectiveness, and supporting site governance processes.

The ideal candidate is proactive, detail-oriented, and able to manage competing priorities with professionalism and discretion.

Key Responsibilities:

Manage complex executive calendars, travel arrangements, and scheduling across multiple time zones and shifts.
Coordinate travel and expense reporting via Concur; process purchase orders using SAP and Ariba.
Support site governance and Tier 3 meetings (agenda creation, pre-reads, action tracking, and follow-ups).
Track key decisions, risks, milestones, and dependencies across multiple workstreams.
Coordinate meeting logistics for leadership, including room scheduling and planning support.
Maintain and update site distribution lists for new hires, transfers, and departures.
Provide backup support for timekeeping and employee records in Workday.
Partner with Site Communications to plan and execute internal/external visits, including detailed itineraries (travel, lodging, transportation, meetings)
Support employee engagement initiatives, recognition programs, and site-wide events (e.g., town halls).
Promote a culture of safety, quality, and operational excellence.

Required Qualifications:

5+ years of administrative or executive assistant experience.
Experience supporting senior leaders in a matrixed organization.
Strong proficiency with Microsoft Office Suite and collaboration tools.
Excellent organizational, communication, and interpersonal skills.
High level of discretion, judgment, and attention to detail.
Ability to manage multiple priorities in a fast-paced environment.

Preferred Qualifications:

Experience in pharmaceutical, biotech, or regulated industries.
Familiarity with SAP, Ariba, Concur, and Workday.
Experience with SharePoint or team collaboration platforms.

What We're Looking For:

Proactive, anticipatory mindset with strong follow-through.
Ability to remain calm and effective under pressure.
Strong collaboration skills across leadership and shop-floor teams.
A detail-oriented professional who takes ownership and drives results.

Work Environment:

Onsite role (Marietta, PA)
Day shift schedule

If you're a highly organized administrative professional who enjoys supporting leadership and driving operational excellence, we'd love to hear from you.

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Apply for Administrative Assistant at Alphanumeric Systems Inc.