Administrative Assistant III

 
Location: Cambridge, Massachusetts
Posted On: 8/7/2017
Job Code: 8297-1
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Job Description
 
Performs executive level administrative duties to support a Vice President (VP) within Early Clinical Development within the Research and Development Organization. Responsibilities will include proactive calendar management, meeting planning, coordination, and travel planning for senior leaders of the ECD organization, meeting preparation and travel planning for senior leaders.

The position will interface regularly with department members as well as colleagues from related functions and will be expected to interact and coordinate activities appropriately with scientists, academic collaborators, vendors and all visitors. Requires learning and execution of internal procedures of, ensuring 100% adherence to compliance regulations. Excellent interpersonal skills, exemplary organizational skills, strong computer and internet skills, project coordination experience, and the ability to work well with all levels of internal management and staff are critical for success in this role.

Requires seamless partnership with other administrative staff members in a professional and team oriented approach and will contribute to and/or lead selected business operations functions and initiatives for the department. Sensitivity to confidential matters required. The role is based in Cambridge, MA.

POSITION RESPONSIBILITIES:
• Manage day-to-day operational and administrative duties to support a VP within Early Clinical Development (ECD) and direct reports.
• Coordinate and proactively manage calendars and meeting schedules, using prioritization skills and a high level of interpersonal skills
• Plan and optimize travel plans for selected functional groups within the department, as needed
• Coordinate logistics and materials for meetings and presentations including offsite and all hands meetings
• Collation of information (agendas, pre-read material etc) in advance of meetings
• Prepare reports by collecting and analyzing information.
• Gain a thorough understanding of all corporate goals, policies, personnel, processes and procedures and incorporate in RU business and administrative processes.
• Proactively identify or anticipate issues and use judgment to expeditiously resolve all issues including the most urgent
• Review and process expense reports and invoices.
• Interview scheduling as required including liaison with interviewers, HR, candidates plus associated activities (travel, room bookings, processing expenses, etc).
• Contribute ideas toward new administrative procedures to enhance effectiveness of self and others within the department.
• Support other administrative or contracted staff in the fulfillment of their job duties.
• Maintain professional knowledge base and seek opportunities to enhance skills and abilities; seek new areas of responsibility and perform new tasks; recommend process improvements.
• Handle all duties with a high degree of integrity, professionalism and confidentiality.
• Demonstrate commitment to providing customer-focused quality service.
• Contribute to positive group dynamics and public relations by developing professional relationships with internal stakeholders and external visitors.
• Assist and perform ad hoc duties for members of the executive team, as necessary.
• Able to work flexible hours and to be accessible after hours, as needed

TECHNICAL SKILLS:
• Superior attention to detail and able to multi-task and change priorities quickly
• Strong sense of urgency and efficiency in completing work
• Exemplary time management and prioritization skills
• Must be able to maintain composure under pressure and manage unforeseen situations
• Excellent judgment, problem resolution and decision-making skill
• Excellent communication skills (verbal and written)
• Ability to identify, propose and develop new solutions to further the effectiveness of the Clinical group
• Excellent organizational skills with the ability to plan and execute projects
• Work autonomously and thrive in a fast-paced environment.

Desired
• Evidence of desire for excellence and striving for constant improvement
• Displays personal leadership to ensure success
• Proactively identifies opportunities for development of self
• Knowledge of the tools and processes used to develop the appropriate resources to support exploratory research
• Proven track record of leading and delivering on multiple projects in parallel
• SharePoint; MS Outlook, Excel, Word, PowerPoint, Project


EDUCATION & EXPERIENCE:
• Qualified candidates will have a minimum of a high school diploma or equivalent and 10+ years administrative experience that demonstrates ability to carry out tasks proficiently and to complete quality work on a timely basis; excellent attention to detail.
• College degree strongly preferred with a minimum of 10 years work experience.
• Experience as an administrative assistant or project manager required.
• C-level executive support experience > 1 year preferred
• A healthcare background is beneficial.
• Demonstrated proficiency in assigned technologies.
• Excellent communication, interpersonal and influencing skills at a global, cross-line level.
• A strong sense of personal integrity; able to maintain confidentiality and handle highly sensitive information; demonstrated good judgment and decision-making skills.
• Demonstrated success supporting large and complex projects.
• Demonstrated ability to transform collections of ideas into finished products and to manage a wide variety of activities while accounting for changing priorities.
• Experience within the pharmaceutical research and development industry preferred, along with understanding of the drug discovery environment and scientific disciplines.
Position Comments visible to MSP and Supplier:
Category:IT  code:new
 
 
Job Requirements
 
 
Cloud Computing, Logistics, Compliance, Direct3D, Research, MS Word, MS Excel, Management, MS Outlook
 

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Recruiter
Shubham B
 
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