Administrative Assistant II

Company: Integrated Resources, Inc
Location: Cambridge
Posted on: March 20, 2023

Job Description:

Purpose & Context
The 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 managers 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 managers 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 moves
Knowledge, 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: Integrated Resources, Inc, Cambridge , Administrative Assistant II, Administration, Clerical , Cambridge, Massachusetts