Executive Administrative Assistant
12-month initial contract with extensions
M-F 8am-5pm
Onsite Opportunity with possible remote work
28-$30 / HR based on health benefits
Cambridge, MA
Orion Group is seeking an Executive Administrative assistant to support our pharmaceutical company’s corporate strategic Venture's team, and their VP in Cambridge, MA.
The Executive Administrative assistant will be responsible for all administrative functions from answering phones, calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, meeting / event planning, coordination onboarding for new team members, creating or modifying business documents, preparing presentations from source materials, handling MS Teams and Telepresence setups, and acting as a liaison for remote access issues.
Here are just a few of the rewards you can look forward to enjoying once you have been offered and accepted a contingent position with our pharmaceutical client :
- Various technology and training are available for anyone looking to expand and improve their current skill levels.
- Leadership support to drive your career into areas of interest to meet your passion and career goals.
- Flexible schedules in many cases, dependent on the specific team with whom you work.
- Collaborative team environment; creating a positive experience
- Inter-Campus shuttles to get you from building to building with on demand service that allows you to make the most of your workday.
- Complimentary coffee service throughout their locations (depending on the region / campus).
Responsible for all administrative functions within our Organization answering phones, calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, meeting / event planning, coordination onboarding for new team members, creating or modifying business documents, preparing presentations from source materials, handling MS Teams and Telepresence setups, and acting as a liaison for remote access issues.
Key Responsibilities Include :
Provides general administrative support. May provide back-up support to higher-level management as needed.Effectively monitors manager and team calendars, proactively solves conflicts.Research solutions and respond to email and phone inquiries with input from the direct supervisorResponsible for compliance with applicable Corporate and Divisional Policies and procedures. Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).Help develop and maintain process improvement and knowledge management processes; actively participate in self- and team audits and works with team to implement improvementsCoordinates and interacts between internal and external stakeholders, including high-level executives, and respects confidential and business-sensitive information in all interactionsSupports tracking of budget expenditures.Drafting and maintaining reports of the Ventures team’s activities to be shared with cross-functional stakeholdersEnsures team and cross-functional awareness of upcoming priority events and meetings.Coordinates and maintains departmental files as assigned in compliance with corporate and government regulations.Orders business cards and stationery.Uses and understands Microsoft Office Suite, and other business-specific software, including the Corporate Travel Web site, and employee performance management systems (as applicable).Coordinates new employee office set-ups and onboarding.Supports event planning and organization of meetings and receptions involving the team, including logistics, invitations, and execution, as needed.May train / coordinate work for new administrative assistants.Operates with general instruction and some supervision.Safeguard’s confidential informationLeadership and Interpersonal Skills :
Fully understand assigned tasks and any associated expectations.Ask for clarification as needed.Understand the deadlines and deliverables.Respects the sensitivity of internal communicationsExhibits diplomacy, discretion, and tactful persuasion in communicating with or handling of internal and external stakeholdersCommunicate any obstacles that prevent completion of any deadline.Provide status updates prior to any deadline.Be a good listener.Demonstrate strong Critical Thinking SkillsBe Accountable and Responsible for actions / mistakes.Challenges the team to always do better.Proactive and anticipates proposing solutions to business problems.Prioritizes own work, balancing multiple requests for assistance.Establishes good working relationships with other functional areas; builds rapport and trust with others.
Salary : $28 - $30
