Sr. Administrative Assistant

Boston Biomedical - Cambridge, MA (30+ days ago)3.4

Provide administrative support to the Chief Commercial Officer and VP, Legal Affairs. The ideal candidate will be excited to take ownership of this role, have confidence and a presence when interfacing with senior leaders, and develop a true partnership with the high-level clients.

Manages, schedules and organizes calendars for key leaders.
Keeps leadership team organized and effective.
Interfaces with clients, key executives, and industry leaders.
Prepares materials for all-hands meetings, board presentations, department meetings, conferences, etc.
Oversee expense reporting for clients.
Composing and preparing correspondence.
Document and filing management.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CCO or VP, Legal Affairs, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Coordinates attendance at external meetings (i.e. conferences, law firms, special meetings & events).
Completes critical aspects of deliverables with a hands-on approach, including drafting/editing presentations and correspondence, as well as other tasks that facilitate the CCO and VP, Legal Affairs abilities to effectively lead their functions.
Process contracts, POs and invoices.
Participate in coordinating office events, lunches, parties, and other social opportunities in collaboration with the Administration team.
Provides support for confidential letters, memos, reports, spreadsheets, overheads, presentations etc.
Independently manages calendar and schedules appointments.
Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings.
Completes expense reports.
Provides support to budget process (inputs data, tracks expenses, etc.).
Maintains confidentiality on all sensitive matters.
Interacts with department heads and other internal and external contacts.
Works on ad-hoc projects and other duties in functional areas as needed.

Associates Degree or higher required.
10+ years previous administrative experience with 5+ years experience supporting Executive level is required. A thorough knowledge of word-processing and standard office equipment such as photocopier, facsimile machine, printers etc. is required. Must have advanced skills with MS Word, Excel, PowerPoint and Outlook.
Must have strong ability to exercise sound judgment and professional maturity.
Previous experience working with confidential data and sensitive information is required.
Must be able to handle a high volume, fast-paced environment. Must have an ability to prioritize workflow within set protocols and procedures; individual must be capable of working on many issues simultaneously and be detailed oriented. Must demonstrate.
Understanding and support of HR and corporate guidelines and policies.
Highly organized, thrives under pressure.
Uses good judgment/discretion with confidential information.
Must be able to work cooperatively as a team member. Requires excellent interpersonal and communication skills (both verbal and written). Ability to interact with internal and external contacts at all levels of management including Executives and Senior Management.

Job Location: Cambridge, MA

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