Administrative Assistant - 23-01428
Company: Opptly
Location: Cambridge
Posted on: March 15, 2023
Job Description:
Title: Administrative AssistantLocation: Cambridge, MADuration:
3 months contractPay Rate: Up to $30/hourPurpose & ContextThe
position serves as an important member of the Digital Specialty
Care, Digital Corporate Functions & Digital Consumer Experience
leadership teams in maintaining operational excellence and is a key
interface to team members, and internal and external contacts and
stakeholders, establishing and maintaining the professional
interface/impression of the 3 functions.The Executive
Administrative Assistant is responsible to perform a variety of
administrative, business supportive, technical and clerical tasks
and activities in an international environment between different
sites location around the world.The administrative assistant for
Digital Specialty Care, Digital Corporate Functions & Digital
Consumer Experience will be supporting the heads of three functions
with administrative duties including but not limited to meeting and
calendar management, travel arrangements, expense reporting,
communications, events coordination, ad hoc support, and other
administrative duties as needed.Responsibilities
- Partner to Heads of Digital Specialty Care, Digital Corporate
Functions & Digital CX in business operations with fiduciary
responsible mindset. Capture and prioritize non-routine need on a
real-time basis, as well as keeping track of manager's due dates
for tasks and action items for on time completion. Serves as
confidential liaison on highly sensitive issues to other senior
executives and members of the Digital team. Proactively anticipates
manager's needs and prepares accordingly. Provides routine
administrative support and maintains files according to business
standards. Interface regularly with Digital Specialty Care, Digital
Vaccines & Digital CX teams to complete tasks.
- Meeting Planning, Scheduling and Travel Meeting and events
planning, including coordinating on-site and off-site meetings with
internal and external stakeholders/customers. Arrange and provide
support for meetings. Maintains calendars, constantly monitors
electronic and telephonic communications, handling and responding
to correspondence on behalf of manager with internal and external
customers. Manages the agenda preparation and minutes for assigned
meetings. Share agenda/meeting notes pre- and post-meetings in a
clean, comprehensible and organized manner. Coordinates travel
arrangements including registrations and liaison with the travel
department for team members and international visitors. Prepares
expense reports, as well as reviewing staff expense reports for
compliance and proper submission of documentation prior to manager
approval.
- Communication & Documentation Support the consolidation,
preparation and/or design of documents, spreadsheets, meeting
notes, and presentations. Oversee organization and maintenance of
files including confidential data. Track actions, decisions, and
key discussion points in team meetings in a clean and
comprehensible note and share with team soon after the meeting
completes. Assist other admins as necessary, work together
collaboratively and share best practices.
- Purchasing and other varying responsibilities Create
requisitions, for example ordering supplies and other
administrative and systems support. Manages the Digital space
allocation including departmental movesKnowledge, Skills &
Abilities
- Resourceful, adaptable and proactive approach
- Present and positive, professional and solution focused.
- Ability to interact with all levels of the organization
including senior management.
- Strong organizational and verbal and written communication
skills
- Detail oriented with excellent follow up skills.
- Ability to work independently and as part of a team.
- Ability to manage multiple, sometimes conflicting priorities in
a fast-paced and demanding environment and ensure smooth and
efficient flow of day-to-day operations.
- Comfortable learning new laptop and web-based technologies
- Ability to work with multiple time zones and used to working in
an international environment.
- Empathy, sensitivity and discretion handling sensitive and
extremely confidential matters.Key Qualifications
- College degree (preferred) in business, communication, or
related discipline
- 5 years' relevant employment experience as Assistant, Executive
Assistant, Project Manager, or related role
- Highly proficient with Microsoft Office (Outlook, Excel, Word,
PowerPoint)Additional Desirable Qualifications:
- International work experience
- Proficiency in MS Office
- Knowledge of office management systems and procedures
- Working knowledge of common office tools such as Concur, Ebuy,
Catalyst, Workday, SharePoint, JIRA, Confluence and others.
- Experience working in a technology or pharmaceutical company
and familiarity with high tech, user experience and biotech
business concepts.
- Flexible
- Computer literate in the use of non-generic software
- Technical solving mindset
Keywords: Opptly, Cambridge , Administrative Assistant - 23-01428, Administration, Clerical , Cambridge, Massachusetts
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