Administrative Assistant

Location: Cambridge, Massachusetts
Posted On: 6/15/2017
Job Code: 7818-1
Job Description
Updated Job Description Details:
This role incorporates project team administrative support and leadership team administrative support. This position will build strong working relationships with our digital innovation project teams by facilitating all non-scientific operational support to ensure timely delivery of our portfolio. The Operations Coordinator will handle all aspects of office management, from meeting scheduling, ordering equipment, booking travel and submitting expense reports. Requires exemplary organizational skills, strong computer and internet skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors. Sensitivity to confidential matters required.

Duties include (but are not limited to):

• Manage and coordinate special projects required.

o Prepare daily briefing materials, organize materials for meetings, and ensure meeting participants are aware of meeting details and logistics.

• Build strong working relationships with teams by organizing efficient communication and following up with deadlines and pertinent information.

• Collaborate and manage relationships at all levels internal and external

• Ability to solve problems quickly and reach a solution that works for the entire team.

• Propose and implement process improvements to increase staff efficiency.

• Work closely with the PfIRe Lab’s Strategy, Project Management & Laboratory Operations Lead to develop and optimize specific business operations.

• Create, compose and edit written material as needed.

• Provide general administrative support and meticulously manage complex calendars for the Digital Innovation Line Lead, the Advanced Science Lab Lead, the Strategy, Project Management & Laboratory

Operations Lead, and the Digital Medicine Collaborations Lead, who are members of the PfIRe Lab’s Leadership Team, to coordinate special projects, anticipating conflicts and using diplomacy and judgment to resolve problems.

• Space/site planning and room set-up, AV/IT arrangements, meal planning and assistance with agenda planning.

• Calendar management includes: scheduling the meeting, prioritizing meetings, resolving conflicts, monitoring for last minute adjustments throughout the day and ensuring meeting materials are prepared.

• Manage travel arrangements and monitor travel progress to resolve issues as they arise and ensure daily materials and resources are available throughout.

• Prepare and manage monthly expense reports and organize and maintain files.

• Handle correspondences of confidential nature.

• Office management, demonstrating expert knowledge and proficiency with general administrative functions (telephone, e-mail etiquette, MS Office, Business Objects, SharePoint, PTE, Ariba, cross-site access, GDAS, Travel Connect, supply ordering, ENGAGE).

Training & Education Preferred:
• Qualified candidates will have a minimum of a high school degree; preferred BS/MS
Prior Experience Preferred:
• Strong communication, interpersonal and influencing skills at a global, cross-line level.
• Strategic planning and business analysis skills.
• Successful experience leading and developing an effective team working with resources not under direct control.
• Demonstrated ability to transform collections of ideas into finished products and to manage a wide variety of activities while accounting for changing priorities.
• Experience supporting VP, Director, and/or leadership team level preferred
• Demonstrated success supporting large and complex projects.
• Experience within the pharmaceutical research and development industry preferred.

Provides full-range of administrative support to include: manages multiple Outlook calendars with expertise; plans and coordinates a variety of meetings and events, such as staff meetings (including recording of action items) and a variety of recurring events with other groups inside and outside of when necessary; prepares and edits reports and presentations using MS Office software; organises and maintains files; coordinates and manages travel arrangements and prepares expense reports; fields incoming telephone calls and replies to routine inquiries; provides project management assistance when necessary; expedites flow of work, and initiates follow-up when necessary, particularly when supervisors are travelling; orders supplies and equipment; cooperates with other administrative assistants in maintaining an efficient workroom; serves as back-up administrative support for any member of the team when necessary. Years of Experience 0-3.

This role incorporates three key functions: project team administrative support, leadership team administrative support, as well as business management support. In the first capacity this person will build strong working relationships with our digital innovation project teams by facilitating all non-scientific operational support to ensure timely delivery of our portfolio. In the second capacity, the successful candidate will handle all aspects of office management, from scheduling meetings, booking travel and submitting expense reports. In the third capacity, she/he will take on some of the procurement activities for the PfIRe lab, including creating/managing purchase orders, and helping with contracts and agreements with external vendors/collaborators.
Category:IT  code:new
Job Requirements
MS Access, Logistics, MS Office, Business Objects, Direct3D, Research, Training, Project Management, Procurement, Ariba, EDI, Management, MS Outlook

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Contact Details
Shubham B
E-mail Address