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favorite this post Senior Administrative Assistant (Cambridge, MA) hide this posting unhide

compensation: 70-90k + Bonus
employment type: full-time

We are a fast-growing Cambridge based pharmaceutical company and seeking to expand our administrative team. This position will report to the Senior Executive Assistant and provide direct support to a few senior managers, as well as provide general office admin support. You must be able to manage complex calendars, demanding schedules, several responsibilities at once with conflicting deadlines, and manage your time effectively.

RESPONSIBILITIES:
• Assist and support 2 or 3 Senior Executives with their daily schedule and duties, to include heavy calendar management, prioritizing commitments, and travel arrangements (planning itineraries, developing agendas, meeting materials and reporting expenses, etc.)
• Prepare and process monthly expense reports
• Manage projects and conduct research to support projects and/or provide background for executive decision-making
• Maintain paper and online records and define procedures for retention, protection, retrieval, transfer and disposal
• Arrange meetings and set up video/conference calls (including coordinating all meeting logistics, developing agendas and meeting materials, etc.)
• Help coordinate candidate interview schedules and travel needs
• Manage and treat highly confidential information professionally and in accordance with expectation of executives
• Liaise with the Legal Department to facilitate various legal files including Confidentiality Agreements, Consulting and Service Agreements as well as Statements of Work for various vendors
• Work with Finance to properly code and track vendor payments
• Enter and process approved payments, reconcile invoices and ensure appropriate coding for financial tracking (PO/AP)
• Maintain and update the Team Congress Tracker (coordinate and manage details, travel logistics, hotel blocks, etc.)
o Participate in bi-weekly planning meetings
o Coordination of the Medical Information Booth and Table Top Exhibits including securing the booth space, insurance as needed, supplies and shipment
o Help to manage sponsorship assets
o Assist with hotel blocks and group registrations
• Perform general office/facilities management duties to include:
o Maintain meeting areas and conference rooms, ensure equipment is functioning properly
o Manage catering or events as required for lunches, happy hours
o Maintain facilities and equipment by assisting with procurement and routine maintenance and upkeep
• Support employees with expenses, travel and other administrative tasks
• Other duties as assigned

SKILLS AND EXPERIENCE:
• Successful candidate will have 3+ years of experience supporting senior executives, specifically in a fast-paced, growing environment
• Biotech experience preferred, yet not required
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Team player, who fosters collaboration and thrives in a fast-paced environment
• Strong verbal and written communication skills
• A tenacious yet flexible problem-solver with an ability to manage complex tasks and prioritize competing demands in order to meet deadlines
• Able to manage the activities and schedules of multiple executives with little or no supervision and maintain strict confidentiality
• Excellent organizational skills and attention to the smallest detail
• Skilled at exhibiting patience, respect and grace under pressure
• Critical thinker who is proactive
• Shares information openly with co-workers and cross function teams (transparent)
• Displays a high degree of maturity, honesty, trust and integrity
  • Principals only. Recruiters, please don't contact this job poster.
  • do NOT contact us with unsolicited services or offers

post id: 6494038760

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