Administrative Assistant - Contract - TalentBurst, Inc.
Cambridge, MA
About the Job
Administrative Assistant, Cambridge, MA
Hybrid 3 days in the office
Initial 6 month contract with possible extension
Summary / Purpose of the Position:
As Executive Assistant, you will provide a high quality, comprehensive, accurate and timely administrative service to 3 VPs of a function/division, with responsibility for all administrative and logistical functions and ensuring a professional interface, seamless communication and optimal coordination of activities on their behalf.
Main responsibilities / job expectations Responsibilities will include, but are not limited to the following:
Travel: Using company-approved travel vendors, arrange domestic and international travel for team members, including flights, trains, ground transport, hotels, etc. Prepare relevant documentation and itinerary packages to traveling staff in a timely manner prior to their departure. Coordinate real-time travel issues as they arise
Preparing, submitting and tracking expense reports for SVP, and SVP direct reports, as necessary
Creating commitment requests and PO's, executing goods receipts for work performed/completed, and processing invoices in K2
Uploading fully executed agreements/contracts
Maintaining calendars of designated team members as required: Responsible for meticulous calendar management, including planning meetings, coordinating recurring event and communicating with multiple parties to schedule large scale internal/external meetings
Organizing conference registrations & membership renewals for professional organizations
Providing fluid support across both corporate and personal calendars including travel and appointments
Coordinating small and large meetings and events, both on and off-site, in collaboration with Administrative staff from other locations, both domestic and international, as appropriate
Preparing and managing documents; drafting, editing and proofing various types of documents, including agreements, memos, correspondence and presentation materials (e.g., PowerPoint presentations)
Follow-up actionable items arise from meetings e.g. producing minutes and ensuring timely distribution of relevant documents
Performing additional duties and assigned projects to achieve overall business objectives
Knowledge, abilities & experience Education / Certifications:
High School Diploma or equivalent is required; B.A./B.S. or equivalent is preferred
Experience:
Prior experience as an Executive Assistant to high level executive
Proven experience as an Executive Assistant within a similar industry sector, e.g. pharmaceutical or international business
Prior experience working with remote, international teams in a globally matrixed organization
Demonstrated experience managing multiple and complex international travel arrangements while planning all aspects of complex meetings, on and off-site
Background of working in an international business functional area is preferred
Languages:
English
Key Technical Competencies Required
Proficiency in Microsoft Office (Word, Outlook, Excel, and PowerPoint)
Knowledge of teleconference equipment (Microsoft Teams) or other related software
A strong attention to detail, excellent and direct communication skills, strong interpersonal skills, and cross-cultural understanding and sensitivity
Demonstrated experience managing multiple and complex travel arrangements while planning all aspects of complex meetings, on and off-site
Experience with Concur is preferred
Ability to see the big picture, while keeping an eye on the detail
Availity to represent the company and the site VP in a highly professional manger
Ability to take initiative with a positive attitude in all circumstances
Flexible; independent problem solving and self-direction
Hybrid 3 days in the office
Initial 6 month contract with possible extension
Summary / Purpose of the Position:
As Executive Assistant, you will provide a high quality, comprehensive, accurate and timely administrative service to 3 VPs of a function/division, with responsibility for all administrative and logistical functions and ensuring a professional interface, seamless communication and optimal coordination of activities on their behalf.
Main responsibilities / job expectations Responsibilities will include, but are not limited to the following:
Travel: Using company-approved travel vendors, arrange domestic and international travel for team members, including flights, trains, ground transport, hotels, etc. Prepare relevant documentation and itinerary packages to traveling staff in a timely manner prior to their departure. Coordinate real-time travel issues as they arise
Preparing, submitting and tracking expense reports for SVP, and SVP direct reports, as necessary
Creating commitment requests and PO's, executing goods receipts for work performed/completed, and processing invoices in K2
Uploading fully executed agreements/contracts
Maintaining calendars of designated team members as required: Responsible for meticulous calendar management, including planning meetings, coordinating recurring event and communicating with multiple parties to schedule large scale internal/external meetings
Organizing conference registrations & membership renewals for professional organizations
Providing fluid support across both corporate and personal calendars including travel and appointments
Coordinating small and large meetings and events, both on and off-site, in collaboration with Administrative staff from other locations, both domestic and international, as appropriate
Preparing and managing documents; drafting, editing and proofing various types of documents, including agreements, memos, correspondence and presentation materials (e.g., PowerPoint presentations)
Follow-up actionable items arise from meetings e.g. producing minutes and ensuring timely distribution of relevant documents
Performing additional duties and assigned projects to achieve overall business objectives
Knowledge, abilities & experience Education / Certifications:
High School Diploma or equivalent is required; B.A./B.S. or equivalent is preferred
Experience:
Prior experience as an Executive Assistant to high level executive
Proven experience as an Executive Assistant within a similar industry sector, e.g. pharmaceutical or international business
Prior experience working with remote, international teams in a globally matrixed organization
Demonstrated experience managing multiple and complex international travel arrangements while planning all aspects of complex meetings, on and off-site
Background of working in an international business functional area is preferred
Languages:
English
Key Technical Competencies Required
Proficiency in Microsoft Office (Word, Outlook, Excel, and PowerPoint)
Knowledge of teleconference equipment (Microsoft Teams) or other related software
A strong attention to detail, excellent and direct communication skills, strong interpersonal skills, and cross-cultural understanding and sensitivity
Demonstrated experience managing multiple and complex travel arrangements while planning all aspects of complex meetings, on and off-site
Experience with Concur is preferred
Ability to see the big picture, while keeping an eye on the detail
Availity to represent the company and the site VP in a highly professional manger
Ability to take initiative with a positive attitude in all circumstances
Flexible; independent problem solving and self-direction
Source : TalentBurst, Inc.