TalentBurst
Administrative Assistant
TalentBurst, Cambridge, Massachusetts, us, 02140
Administrative Assistant, Cambridge, MAHybrid 3 days in the officeInitial 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, etcPrepare relevant documentation and itinerary packages to traveling staff in a timely manner prior to their departureCoordinate real-time travel issues as they arisePreparing, submitting and tracking expense reports for SVP, and SVP direct reports, as necessaryCreating commitment requests and PO's, executing goods receipts for work performed/completed, and processing invoices in K2Uploading fully executed agreements/contractsMaintaining 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 meetingsOrganizing conference registrations & membership renewals for professional organizationsProviding fluid support across both corporate and personal calendars including travel and appointmentsCoordinating small and large meetings and events, both on and off-site, in collaboration with Administrative staff from other locations, both domestic and international, as appropriatePreparing 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.gproducing minutes and ensuring timely distribution of relevant documentsPerforming 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.Sor equivalent is preferredExperience:Prior experience as an Executive Assistant to high level executiveProven experience as an Executive Assistant within a similar industry sector, e.gpharmaceutical or international businessPrior experience working with remote, international teams in a globally matrixed organizationDemonstrated experience managing multiple and complex international travel arrangements while planning all aspects of complex meetings, on and off-siteBackground of working in an international business functional area is preferredLanguages:EnglishKey Technical Competencies RequiredProficiency in Microsoft Office (Word, Outlook, Excel, and PowerPoint)Knowledge of teleconference equipment (Microsoft Teams) or other related softwareA strong attention to detail, excellent and direct communication skills, strong interpersonal skills, and cross-cultural understanding and sensitivityDemonstrated experience managing multiple and complex travel arrangements while planning all aspects of complex meetings, on and off-siteExperience with Concur is preferredAbility to see the big picture, while keeping an eye on the detailAvaility to represent the company and the site VP in a highly professional mangerAbility to take initiative with a positive attitude in all circumstancesFlexible; independent problem solving and self-direction
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, etcPrepare relevant documentation and itinerary packages to traveling staff in a timely manner prior to their departureCoordinate real-time travel issues as they arisePreparing, submitting and tracking expense reports for SVP, and SVP direct reports, as necessaryCreating commitment requests and PO's, executing goods receipts for work performed/completed, and processing invoices in K2Uploading fully executed agreements/contractsMaintaining 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 meetingsOrganizing conference registrations & membership renewals for professional organizationsProviding fluid support across both corporate and personal calendars including travel and appointmentsCoordinating small and large meetings and events, both on and off-site, in collaboration with Administrative staff from other locations, both domestic and international, as appropriatePreparing 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.gproducing minutes and ensuring timely distribution of relevant documentsPerforming 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.Sor equivalent is preferredExperience:Prior experience as an Executive Assistant to high level executiveProven experience as an Executive Assistant within a similar industry sector, e.gpharmaceutical or international businessPrior experience working with remote, international teams in a globally matrixed organizationDemonstrated experience managing multiple and complex international travel arrangements while planning all aspects of complex meetings, on and off-siteBackground of working in an international business functional area is preferredLanguages:EnglishKey Technical Competencies RequiredProficiency in Microsoft Office (Word, Outlook, Excel, and PowerPoint)Knowledge of teleconference equipment (Microsoft Teams) or other related softwareA strong attention to detail, excellent and direct communication skills, strong interpersonal skills, and cross-cultural understanding and sensitivityDemonstrated experience managing multiple and complex travel arrangements while planning all aspects of complex meetings, on and off-siteExperience with Concur is preferredAbility to see the big picture, while keeping an eye on the detailAvaility to represent the company and the site VP in a highly professional mangerAbility to take initiative with a positive attitude in all circumstancesFlexible; independent problem solving and self-direction