Legal Executive Assistant

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Job description

Military Veterans are Encouraged to Apply.

Job Description

Position Overview:

Catalent hires people with a passion to make a difference to the health of millions of people globally. Your expertise, coupled with Catalent's advanced technologies and collaboration with thousands of innovative pharmaceutical, biotech and healthcare companies, will help bring life-enhancing products to the people you know and love. Your talents, ideas and passion are essential to our mission; to develop, manufacture and supply products that help people live better, healthier lives. Interested in learning more about life at Catalent? Start here

The Legal Executive Assistant handles day-to-day administrative responsibilities including, but not limited to: scheduling internal and external meetings, maintaining complex calendars and travel plans (domestic & international), obtains travel visas when necessary. Placing and receiving phone calls; sending and receiving email and written correspondence, sending faxes, photocopying, and scanning of correspondence and documents. Processing expense reports, maintaining paper and computer files, editing and compiling PowerPoint presentations and compiling data for weekly/monthly dashboards. Interact with various levels of management both inside and outside the company to gather and prepare information relative to the manager's functions. The ability to execute professional-level tasks with minimal direction is essential.

Location: This position requires you to perform your job onsite at our Somerset, NJ location.

In concert with Catalent's Patient First philosophy, this position is key in our efforts toward continuous improvement of our processes & information which will allow quality drug products to reach patients safely and efficiently.

The Role (daily responsibilities)

• Support multiple senior-level attorneys and staff in a fast-paced, multi-dimensional in-house practice area; Assist attorneys in the administrative management and tracking of ongoing matters, including matter status updating and coordination with internal and external counsel
• Manage and prepare presentations for internal and external audiences, under general direction (does not typically facilitate presentations)
• Manage legal accruals, forecasts, outside counsel billings and status reports within Legal Tracker billing system (Legal Tracker or similar system experience a plus)
• Set up new vendors. Process and reconcile invoices using JDE and other platforms
• Schedule and organize internal and external meetings and conferences (ie, schedule attendees, conference rooms, placing catering orders and clean-up services)
• Coordinate conference calls with internal and external customers and business partners; Answer and screen telephone calls for senior leader or director from both internal/external sources, transfer calls to the appropriate party
• Heavy calendar management utilizing MS Outlook to schedule and organize meetings and conferences; must be flexible with last minute schedule changes and urgent meeting requests
• Process and reconcile travel and expense reports for reimbursement using the Concur Expense management system; Arrange domestic and international travel; process visas and passport renewals as needed
• Other duties as assigned

The Candidate:

• High school diploma or equivalent required; College degree preferred
• 8+ years of experience as Executive Admin with a minimum of 3 years as Legal Administrative Assistant working closely with senior level attorneys
• Pharma industry experience a plus
• Individual may be required to sit, stand, walk regularly and occasionally lift 0-15 pounds.

Why You Should Join Catalent

• Competitive medical benefits and 401K
• 19 days of PTO + 8 Paid Holidays
• Dynamic, fast-paced work environment
• Opportunity to work on Continuous Improvement Processes

Catalent offers rewarding opportunities to further your career! Join the global drug development and delivery leader and help us bring over 7,000 life-saving and life-enhancing products to patients around the world. Catalent is an exciting and growing international company where employees work directly with pharma, biopharma and consumer health companies of all sizes to advance new medicines from early development to clinical trials and to the market. Catalent produces more than 70 billion doses per year, and each one will be used by someone who is counting on us. Join us in making a difference.

Catalent is committed to the health and safety of its employees, visitors and the customersand patients we serve. As a result of the global pandemic, we have modified many of our recruitment and on-boarding processes to maintain everyone's safety. The Human Resources teams will communicate all necessary safety processes and procedures throughout each stage.

personal initiative. dynamic pace. meaningful work.
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C atalent is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, sexual orientation or gender identity. If you require reasonable accommodation for any part of the application or hiring process due to a disability, you may submit your request by sending an email, and confirming your request for an accommodation and include the job number, title and location to (see below) . This option is reserved for individuals who require accommodation due to a disability. Information received will be processed by a U.S. Catalent employee and then routed to a local recruiter who will provide assistance to ensure appropriate consideration in the application or hiring process.

Notice to Agency and Search Firm Representatives:Catalent Pharma Solutions (Catalent) is not accepting unsolicited resumes from agencies and/or search firms for this job posting. Resumes submitted to any Catalent employee by a third party agency and/or search firm without a valid written & signed search agreement, will become the sole property of Catalent. No fee will be paid if a candidate is hired for this position as a result of an unsolicited agency or search firm referral. Thank you.

Important Security Notice to U.S. Job Seekers:

Catalent NEVER asks candidates to provide any type of payment, bank details, photocopies of identification, social security number or other highly sensitive personal information during the offer process, and we NEVER do so via email or social media. If you receive any such request, DO NOT respond- it is a fraudulent request. Please forward such requests to (see below) for us to investigate with local authorities.