Jobs

Description

Fully Onsite role

Administrative Assistant/ Executive Assistant

Possibility of extension or perm Local candidates only Position is 100% onsite.

• BA degree required Manager will intends to extend role for 1 additional year Free parking onsite.
• Requires 5-10 years of experience in relevant role.
• Will accept candidates with Masters degree, more experience the better.

Must have experience:

• Minimum 5 year’s experience in executive assistant or similar level role
• Experience scheduling conferences. managing calendars, booking traveling, processing invoices
• Will supporting 1 primary Executive individuals
• MS Office, SharePoint, teams experience working with communication tools • Ebuy, Concur experience a plus

 Nice to Have skills:

• Positive person
• Ideal candidate will have close 10 years of experience or more years of experience supporting C suite level Execs 

About the department:

• The Administrative Assistant will be responsible for providing organizational, operational and administrative support to the Genomic Medicine Unit CMC team. This position will be located in Waltham, MA.
• The successful applicant will report to the Global Head of GMU CMC, and a strong partnership is critical to the success of this position.
• She/he will work closely with the Global Head of GMU CMC, CMC Functional Heads, TA members, and internal and external partners to ensure the progression of the portfolio and therapeutic area strategy. This role requires outstanding organizational skills, and the ability to manage often competing priorities in a complex, fast-paced and dynamic environment.

Responsibilities:

• Fully support the Global Head of the GMU CMC including pro-actively managing calendars (schedule internal and external meetings, calls, appointments, and prioritize and resolve scheduling conflicts in a very active calendar), communications, travel arrangements, expense reports, liaise with outside committees and foundations.
• Fully support the Global Head of Synthetics CMC Development including pro-actively managing calendars (schedule internal and external meetings, calls, appointments, and prioritize and resolve scheduling conflicts in a very active calendar), communications, travel arrangements, expense reports, liaise with outside committees and foundations.
• Plan, manage and facilitate on-site and off-site meetings with internal and external stakeholders.
• Manage all administrative aspects of invited seminar speakers with external scientists and health care providers including scheduling and working with the Business Processes Coordinators (BPCs) to submit documents required to execute contract and payment. When required, arrange or assist with speaker travel and on-site meeting room and catering.
• Assist with management of the GMU CMC SharePoints/Teams, organizing information and ensuring accessibility for global TA colleagues and other stakeholders.
• Manage distribution lists for the GMU CMC and for various meetings.
• Coordinate travel arrangements and act as liaison with the travel department for other team members as needed.
• Work together with BPCs and other business partners to facilitate requests from CMC Functional heads and Lab heads.
• Prepare expense reports, as well as reviewing staff expense reports for compliance and proper submission of documentation prior to manager approval.
• Manage GMU CMC meetings
• Support recruitment and departure activities such as scheduling interviews, onboarding or offboarding.
• Conduct ad hoc initiatives for the GMU CMC Group.
• Ensure confidentiality of information at all times, and compliance with local and Client’s rules for all business transactions.
• Ensure smooth and efficient day-to-day operations, provide a positive presence, answer email, teams and telephone calls in an efficient, timely and thoughtful manner.
• Foster respectful relationships with other admins, work together collaboratively and share best practices.

Qualifications/Skills

A minimum of five years of administrative experience in an office/lab organization. Bachelor’s degree required.

• Strong pro-activeness, ability to prioritize, multi-task, work independently and as part of a team, ability to navigate a complex organization with minimal direction to complete tasks and projects, in a fast-paced and dynamic environment.
• Proficiency with Microsoft Office Suite, working knowledge of common intranet communication tools and business tools such as Concur, eBuy, EasyInvoice, and Workday.
• Knowledge of teleconference tools including Zoom, Teams, or other related software. Excellent verbal and written communication skills; ability to compose mature drafts of internal and external communications.
• Discretion, tact, strong interpersonal skills, and ability to handle sensitive information and maintain confidentiality.
• Ability to work effectively and build rapport with associates, senior management, key stakeholders, and external contacts.