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Administrative Assistant
Ref No.: 17-11405
Location: Waltham, Massachusetts
Start Date / End Date: 10/10/2017 to 04/23/2018
Job Title:  Administrative Assistant
Duration: 6 months
Location: Waltham, MA
 
Job Description:
Job Summary:
  • The position is to provide administrative support for 4 leaders in the medical team.
  • Must have a collaborative attitude, and enjoy networking and reaching out to others.
  • Should be smart and willing to take initiative in a fun, energetic environment.
  • Must have excellent communication skills, proficiency with computers, including MS office suite and the ability to quickly learn new technologies and processes.
  • May be called upon to perform certain functional tracking and/or analytical tasks.  
  • Must enjoy being flexible in taking on additional tasks and responsibilities as needed to achieve goals.
 Job Responsibilities:
  • Provides routine administrative and clerical support to 4 leaders within the medical function.
  • Provide general administrative support, to include: heavy calendar and meeting management, coordination of leadership team meetings - set agendas, attend, capture meeting minutes, and follow through on action items.
  • Prepares daily packets for managers.
  • Coordinate travel and expenses for the managers.
  • May assist with larger (e.g. functional), more complex meeting requirements.
  • Prepares and circulates agendas and meeting materials.
  • Assist with business travel arrangement. Proactively troubleshoot and address travel conflicts. Additionally, as needed generate detailed itineraries, including arranging for the use of visitor offices and coordinating office support needs in satellite locations.
  • Coordinates interview schedules and associated events in conjunction with HR processes.
  • Submit managers’ expense reports; monitor payment status
  • Acts a liaison for manager(s) with outside departments such as facilities, IT, HR, Public Affairs, etc.
  • Completes work orders, IT request forms, new hire and terminations, etc.
  • Provides back-up coverage for other administrative staff during absences, vacations, etc. and as needed during periods of increased department workload.
  • Orders reprints, articles, books, as requested by manager.
  • Creates and maintains files and filing systems
  • Orders office supplies as needed.
  • Assists with Confidentiality and Non-Disclosure Agreements as necessary.
  • Attends training to remain up to date for changes with current and new processes; may attend training programs, courses, forums to ensure skills remain at desired level.
  • Acts with diplomacy and tact.
  • Learns to anticipate needs and potential obstacles; provides assistance in identifying and communicating solutions.
  • Screens and directs managers’ phone calls.
  • Primary contact within team, and moderate contact across company; regular external contact.
 Requirements:
  • Prior experience supporting medical areas in the biotech/biopharma industry.
  • Excellent inter-personal, verbal and writing skills, energy and enthusiasm with a positive outlook required.
  • Exceptional organizational skills with a demonstrated ability to work in an accurate and detailed manner.
  • Demonstrated ability to work efficiently and to perform tasks simultaneously with minimum supervision in a fast-paced environment.
  • Experience planning complex meetings desired.
  • Possess a high-level of proficiency with Microsoft Office, PowerPoint, Excel and Visio experience required.
  • Ability to exercise sound judgment and determine priorities. Proactively anticipate and identify issues and propose solutions or takes steps to resolve.
  • Demonstrated experience problem-solving and maintaining a proactive and diplomatic demeanor in a complex, ambiguous situation.
  • Experience supporting multiple leaders.
 Education:
  • Associates or Bachelor’s degree preferred.
  • Minimum of 2-3 years of administrative experience required.
 Notes:
  • Strong organization and communication skills
  • The role will support 4 leaders within the medical group
  • Primary responsibilities will be in in 3 areas
1) Calendar management
2) Expenses
3) Travel
 
Shiva Prasad | Senior Recruiter
Sunrise Systems Inc.
Desk: (732) 272 0346
Email: shiva.p@sunrisesys.com | URL: www.sunrisesys.com
 
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