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Executive Assistant

Company: LanceSoft Inc
Location: Cambridge
Posted on: May 26, 2023

Job Description:

Job Title: - - - - - - - - - - - - - Executive Assistant
Location: - - - - - - - - - - - - Cambridge, MA (Hybrid)
Duration: - - - - - - - - - - - - 06+ Months (This role will start as a 6 month assignment with the potential of converting based on the business needs and the fit of the candidate)
Shift Timings: - - - - - 40 hours per week; 8 hours per day (start/stop times can range from 7am - 6pm)
Job Description:

  • Travel: - Using company-approved travel vendors, arrange domestic and international travel for team members, including flights, trains, ground transport, hotels, etc. - Prepare relevant documentation and itinerary packages to traveling staff in a timely manner prior to their departure. - Coordinate real-time travel ?issues as they arise
  • Preparing, submitting and tracking expense reports for the team, as necessary
  • Creating commitment requests and PO's, executing goods receipts for work performed/completed, and processing invoices in K2
  • Reviewing and subsequently uploading fully executed agreements/contracts into iCAP
  • Responsibility for collating and uploading data into COLLECT to meet Group Transparency reporting requirements
  • Uploading materials into CoManDo to meet Group compliance requirements
  • Maintaining calendars of designated team members as required: Responsible for meticulous calendar management, including planning meetings, coordinating recurring event and communicating with multiple parties to schedule large scale internal/external meetings
  • Organizing conference registrations & membership renewals for professional organizations
  • Providing fluid support across both corporate and personal calendars including travel and appointments -
  • Coordinating small and large meetings and events, both on and off-site, in collaboration with Administrative staff from other locations, both domestic and international, as appropriate
  • Preparing and managing documents; drafting, editing and proofing various types of documents, including agreements, memos, correspondence and presentation materials (e.g., PowerPoint presentations)
  • Follow-up actionable items arise from meetings e.g. producing minutes and ensuring timely distribution of relevant documents
  • Performing additional duties and assigned projects to achieve overall business objectives


    • Proven experience as an Executive Assistant within a similar industry sector, e.g. pharmaceutical or international business
    • Prior experience working with remote, international teams in a globally matrixed organization
    • Demonstrated experience managing multiple and complex international travel arrangements while planning all aspects of complex meetings, on and off-site
    • Background of working in an international business functional area is preferred
    • Prior experience in contract review and management is preferred
    • The candidate must have at least 2+ years of experience

      Key Technical Competencies Required

      • Proficiency in Microsoft Office (Word, Outlook, Excel, PowerPoint and SharePoint/OneDrive)
      • Knowledge of teleconference equipment (Microsoft Teams) or other related software
      • A strong attention to detail, excellent and direct communication skills, strong interpersonal skills, and cross-cultural understanding and sensitivity
      • Demonstrated experience managing multiple and complex travel arrangements while planning all aspects of complex meetings, on and off-site
      • Experience with Concur is preferred
      • Ability to see the big picture, while keeping an eye on the detail
      • Availability to represent the company and the team in a highly professional manger
      • Ability to take initiative with a positive attitude in all circumstances
      • Flexible; independent problem solving and self-direction


        • High School Diploma or equivalent is required; B.A./B.S. or equivalent is preferred

Keywords: LanceSoft Inc, Cambridge , Executive Assistant, Other , Cambridge, Massachusetts

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