Administrative Assistant/ Executive Assistant

Immediate need for a talented Administrative Assistant/ Executive Assistant. This is an 12 Months Contract opportunity with long-term potential and is located in Waltham, MA (Onsite). Please review the job description below and contact me ASAP if you are interested.

Job Diva ID: 26-06993

Pay Range: $30 - $38/hour.  Employee benefits include, but are not limited to, health insurance (medical, dental, vision), 401(k) plan, and paid sick leave (depending on work location).

Key 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.

Key Requirements and Technology Experience: 

• Key skills: Minimum 5 year’s experience in an Executive Assistant or Administrative Assistant role supporting C suite level
• Experience scheduling conferences. managing calendars, booking travel, processing invoices
• MS Office, SharePoint, and Teams experience working with communication tools
• Ebuy, Concur experience a plus
• 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 a Master's degree, the more experience the better.
• Minimum 5 year’s experience in executive assistant or similar level role
• Positive person
• Ideal candidate will have close 10 years of experience or more years of experience supporting C suite level Execs
• 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.

Our client is a leading Pharmaceutical industry , and we are currently interviewing to fill this and other similar contract positions. If you are interested in this position, please apply online for immediate consideration.

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