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USA-Administrative Assistant II (Administrative)
Ref No.: 20-02791
Location: Cambridge, Massachusetts
Administrative Assistant, Oncology Research Therapeutic Area
Supporting Molecular Oncology, Precision Oncology and Pharmacology scientists in Cambridge
This position will be reporting to the US Operations Manager
 
Company Overview: Join a global biopharmaceutical company committed to healthcare solutions from prevention to treatment, turning scientific discoveries into medicine to improve human health. Every day they dedicate the most important resource, people, to support patients and families through their health journey.
 
Job Responsibilities/Department Description: 
 
The Administrative Assistant will be responsible for providing support to the Head of US Operations and teams and Head of US Molecular Oncology as well as provide support to the associated teams including Pharmacology as needed. The position will be based in Cambridge (640 Memorial drive).
 
Job Summary:
 Work is generally administrative and covers a wide range of activities and projects. Multiple demands are common and require a high degree of flexibility, judgment, and organizational & technical skills. Duties vary according to departmental needs globally, but all involve technical & organizational skills for the coordination & maintenance of facts, data, documents, calendars, meetings, international communication, and/or the like. High level of interaction with Senior Management Level associates, both internally and externally. The admin is also expected to be familiar with the TA teams across the major sites in Cambridge, US and Vitry, France in order to provide appropriate feedback.  
 
Duties & Responsibilities:
 
  • Manages multiple, sometimes conflicting, priorities in a fast-paced and demanding environment. 
  • Pro-actively manages calendars, schedules meetings, organizes events, manages domestic and global meeting logistics and arranges domestic and international travels with both internal and external parties, ensures efficient processing of expenses as requested.
  • Prioritizes and executes tasks with minimal direction or supervision.
  • Handles confidential information.
  • Compiles and prepares information for presentations using MS Office 365 suite including but not limited to, correspondence, reports, tables & analysis, presentations, scientific manuscripts. 
  • Provides a positive presence and excellent support with communications, and meeting in person.
  • Contacts involve planning and preparation of the communications, require skill, tact, persuasion and/or negotiation to accomplish the objectives of the communication.
  • Interfaces with staff and senior level managers, executives, external partners and consultants.
  • Proactively ensures smooth and efficient flow of day-to-day operations. 
  • Interfaces with important functions such as HR, Finance (incl. Procurement) Facilities and ITS
  • Takes initiative and independently manages special/administrative projects in dynamic fast paced environment. 
  • Enjoys Teamwork and perform other duties as assigned. 
 Basic Qualifications:
 High school diploma and 5 years successful experience in comparable positions in a global organization

Preferred Qualifications:
  • Familiarity with pharma industry and R&D organization in particular
  • Ability to work independently and proficiently in a global, multi-site, multi-national environment. 
  • Ability to focus on and manage successfully changing priorities dictated by a fast paced internal and external environment.
  • Demonstrated ability to work effectively and cooperatively in a team environment.
  • Establishes and maintains good working relationships and internal networks with minimal direction.
  • Strong interpersonal skills. 
  • Familiarity with ACTIME and different GEARS applications to serve a Timesheet and profile administrator.
  • Ability to manage complex meeting arrangements and travel plans/arrangements. 
  • Ability to multi-task, exercise good judgment, make decisions, and take action to complete assignments in a fast-paced work environment.
  • Excellent verbal and written communication skills. 
  • High ethical standards, maintains confidentiality
  • Flexibility with time