Randstad Executive Administrative Assistant in Cambridge, Massachusetts

Executive Administrative Assistant

job details:

  • location:Cambridge, MA

  • salary:$28 - $32 per hour

  • date posted:Wednesday, March 28, 2018

  • job type:Temp to Perm

  • industry:Administrative and Support Services

  • reference:S_628590

  • questions:lauri.marsanne@randstadusa.com617000.0000

job description

Executive Administrative Assistant at Pharma Cambridge, MA

Duration: Contract to HIre

Overview:

This position will provide executive level administrative support to the Global Research Leadership team. This is a temp to perm position. Position will report directly to the Head of Research. Works with members of the Research Leadership Team, other leaders, and administrative assistants across Pharma, and interacts across all functions of the organization on behalf of the Head of Research. Interacts with key external stakeholders and their assistants as required.

Requirements:

  • Managing MS Outlook calendars and scheduling meetings for Research Leadership team, governance meetings, departmental meetings, and other external and internal meetings.

  • Organize meetings, special events and luncheons, including reservation of conference rooms, arranging catering, and related purchase orders and invoices.

  • Creates, distributes, and maintains electronic and hard-copy correspondence as requested.

  • Coordinating travel arrangements and completing expense reports for the Head of Research

The position will also coordinate with other administrative assistants, helping to drive alignment and consistency of communications and approach across offices and locations. This position will perform high level administrative duties, involving contact with and exposure to highly confidential materials and information.

Working hours: 8:30am - 5:30pm

Skills:

Responsibilities:

35% Direct Support of Head of Research

  • Calendar management: scheduling meetings, triaging meeting requests, and resolving conflicts for Head of Research

  • Coordinating travel arrangements and completing expense reports for the Head of Research.

  • Obtains flight options, reserves flights, hotel, conference registration, car rental or service, etc.

  • Manages flight schedules, delays, and interferences while Head of Research is travelling.

  • Handles sensitive and highly confidential information relating to the company, employees, compensation, etc. Provides utmost trust in keeping such information confidential.

35% Meeting/Event Support

  • Managing MS Outlook calendars and scheduling meetings for Research Leadership team, governance meetings, departmental meetings, and other external and internal meetings.

  • Organize meetings, special events and luncheons, including reservation of conference rooms,obtaining appropriate audio/visual support, catering, and related purchase orders and invoices.

30% General Administrative Support

  • Orders and maintains appropriate levels of office supplies.

  • Coordinates and prepares outgoing mail, including express packages.

  • Prepares routine and non-routine correspondence, memoranda, Contacts company employees at all organizational levels to gather information.

Education and Experience Requirements:

  • Bachelor's degree preferred; however experience may be substituted for formal education.

  • A minimum of 5-8 years of consistent experience working with senior executives is required.

  • 5-10 years of experience in the biotech, pharmaceutical or related industry preferred.

Key Skills, Abilities, and Competencies:

  • Advanced knowledge of MS Outlook

  • Extensive working knowledge of MS Word, Excel, & PowerPoint

  • Experience with SharePoint and Visio is highly desired.

  • Confident, self-starter who can complete tasks without supervision.

Randstad is a world leader in matching great people with great companies. Our experienced agents will listen carefully to your employment needs and then work diligently to match your skills and qualifications to the right job and company. Whether you're looking for temporary, temporary-to-permanent or permanent opportunities, no one works harder for you than Randstad. EEO Employer: Race, Religion, Color, National Origin, Citizenship, Sex, Age, Disability, Ancestry, Veteran Status, Genetic Information, Service in the Uniformed Services or any other classification protected by law.