Senior Administrative Assistant

Provide administrative support to the Chief of Staff and other designated executives including CEO & Global Head of Oncology, Global Head of Development & CMO, and Global Head of Corporate Strategy & Planning.

Responsibilities

  • Works closely with the Chief of Staff to support the Development organization and key executives listed above.
  • Manages, schedules and organizes calendars for key executives.
  • Keeps designated executive leaders organized, to enable fulfillment of their responsibilities.
  • Interfaces with a cross section of internal and external resources .
  • Supports assembly and coordination of assigned presentations/materials/reports.
  • Composing and preparing correspondence as assigned.
  • Documentation and files management pertaining to assigned executives.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the assigned leaders including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  • Coordinates attendance at internal and external meetings as assigned. Takes meeting minutes and follows up on meeting Action Items as necessary.
  • Process contracts, POs and invoices in accordance with internal processes/systems.
  • Actively participate in the organization and coordination of office events, lunches, parties, and other social opportunities in collaboration with other colleagues. May assume lead coordinative role where appropriate.
  • Works closely with other Administrative colleagues to help organize company-wide initiatives and events.
  • Provides support for confidential letters, memos, reports, spreadsheets, overheads, presentations etc.
  • Independently manages calendar and schedules appointments.
  • Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings.
  • Completes expense reports.
  • Provides support to budget process (inputs data, tracks expenses, etc.).
  • Maintains confidentiality on all sensitive matters.
  • Approaches areas of responsibilities in accordance to company values and operating principles.
  • Perform other duties as directed.

Qualifications

  • Associates Degree or higher required.
  • 7+ years previous administrative experience with 3+ years’ experience supporting Executive level is required. A thorough knowledge of word-processing and standard office equipment such as photocopier, facsimile machine, printers etc. is required. Must have advanced skills with MS Word, Excel, PowerPoint, and Outlook.
  • Confident presence; team oriented
  • Must have strong ability to exercise sound judgment and professional maturity.
  • Previous experience working with confidential data and sensitive information is required.
  • Must be able to handle a high volume, fast-paced environment. Must have an ability to prioritize workflow within set protocols and procedures; individual must be capable of working on many issues simultaneously and be detailed oriented. Must demonstrate.
  • Understanding and support of HR and corporate guidelines and policies.
  • Highly organized, thrives under pressure.
  • Uses good judgment/discretion with confidential information.
  • Must be able to work cooperatively as a team member. Requires excellent interpersonal and communication skills (both verbal and written). Ability to interact with internal and external resources including global colleagues across all levels.
  • English proficiency required. Japanese language skills not required, but highly desirable.

 

Job Location: Cambridge, MA

Please send resumes to talentacquisition@bostonbiomedical.com

Equal Opportunity Employer

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