Job Title: STAR Administrative Assistant IV
Location: Cambridge, MA 02140
Duration: 12 Months Contract (with possible extension)
Job Description:
1. Length of Contract: 1 Year
2. Possible FTE: Not guaranteed, based on headcount. The goal is to hire the right person for the team.
3. Schedule Type: Onsite with possible remote work. Need to be onsite especially when meetings. Schedule matches business needs. Unlikely to be full time on-site, but also not a regular 3:2 WFH schedule. So probably best to declare on-site with flexibility to work 1-2 days from home per week.
4. Location: 139 Main St, Cambridge, MA
5. Type of Position: Admin Assistant IV
6. Reporting: Christian Schubert
7. Supporting: Team and direct reports, Primary responsibilities Christian Schubert (VP) 40% VP (Leader) 30% Ventures team, 30% 139 Main St office
8. Job Duties: Onsite presence, greeting executives, calendar management, catering, event planning, office management, travel-domestic and international, expense reporting. Front desk/reception presence, office management (drinks, snacks, supplies, point-of-contact for facilities, etc.), calendaring and T&E for VP and team, event planning/management/catering (internal and external), Board calendar management.
Behavior Preferences: Executive presence and comfortable interacting in those situations with leaders, takes initiatives, anticipates obstacles, flexible, multitasking, organized, detail-oriented. Anticipation, attention to detail, communication, outgoing yet professional.
Key Responsibilities Include:
1. Provides general administrative support. May provide back-up support to higher-level management as needed.
2. Effectively monitors manager and team calendars, proactively solves conflicts.
3. Research solutions and respond to email and phone inquiries with input from the direct supervisor.
4. Responsible for compliance with applicable Corporate and Divisional Policies and procedures.
5. Help develop and maintain process improvement and knowledge management processes.
6. Coordinates and interacts between internal and external stakeholders, including high-level executives.
7. Supports tracking of budget expenditures.
8. Drafting and maintaining reports of the Ventures team’s activities.
9. Ensures team and cross-functional awareness of upcoming priority events and meetings.
10. Coordinates and maintains departmental files as assigned.
11. Orders business cards and stationery.
12. Uses and understands Microsoft Office Suite and other business-specific software.
13. Coordinates new employee office set-ups and onboarding.
14. Supports event planning and organization of meetings and receptions.
15. May train/coordinate work for new administrative assistants.
16. Safeguards confidential information.
Leadership and Interpersonal Skills:
1. Fully understand assigned tasks and any associated expectations.
2. Exhibits diplomacy, discretion, and tactful persuasion in communications.
3. Provide status updates prior to any deadline.
4. Demonstrate strong Critical Thinking Skills.
5. Be Accountable and Responsible for actions/mistakes.
6. Prioritizes own work, balancing multiple requests for assistance.
Requirements:
1. Some college.
2. Some leadership or supervisory experience desired.
3. Experience working in a pharmaceutical company or CRO strongly desired.
4. 7+ years previous admin experience supporting executives.
5. Intermediate to advanced knowledge of Microsoft Office Suite, Concur, SharePoint, Visio or OrgPlus.
6. “Make it happen” spirit & attitude as well as persistence.
7. Adaptive learner that grasps information quickly and adapts to changes.
Company Description: Select Source International (SSI) is an IT, Health Care, and Engineering Services consulting firm that has been in business since 1998. SSI consultants have provided exceptional services that have been appreciated by clients, customers, and users alike at several large Fortune 500 companies, mid-size enterprises, and consulting companies.
#J-18808-Ljbffr