Position Title: Executive Assistant
Work Location: Cambridge, MA, 02141 || Open candidate to support at Morristown, NJ location as well
Assignment Duration: 12 months
Work Arrangement: Hybrid - on-site three days per week, with one of those days being either Monday or Friday.
Notes:
Open to candidates willing to relocate at their own expense Hybrid Paid parking required at Cambridge, MA 
The manager will consider AA Degree candidates if this is coupled with significant executive support experience in the biopharma domain 
Must have skills: - Positive, ability to work in multi-cultural environment - Rigor - Minimum of 2-5 years of experience in related role - MS Teams, Share point, Outlook, SAP, Concur - Previous experience within industries of: pharma, biotech, scientific academia, hospital.
Nice to have skills: - Previous experience in coordinator, project coordination role is a plus
 
Position Summary: Fully support the head of Management Office within the Neuro and Ophtha Development TA including pro-actively managing calendars (schedule internal and external meetings, calls, and appointments, and prioritize and resolve scheduling conflicts in a very active calendar), communications, travel arrangements, expense reports, liaise with outside committees and foundations, etc.
Key Responsibilities:
Plan, manage and facilitate on-site and off-site meetings with internal and external stakeholders. Assist with management of the SharePoint/Teams, organizing information, and ensuring accessibility for global colleagues and other stakeholders.
Manage distribution lists Coordinate travel arrangements and act as liaison with the travel department for other team members as needed.
Work together with the contract coordinators department and other TA administrative assistants as well as BPCs and other business partners to facilitate requests.
Prepare expense reports, ensuring compliance and proper submission of documentation prior to manager approval.
Manage the Neuro TA meeting schedule, send reminders, and upload presentations to SharePoint when needed
Support recruitment and departure activities such as scheduling interviews, onboarding or offboarding.
Conduct ad hoc initiatives as requested. Always ensure confidentiality of information and compliance with local and our organization’s rules for all business transactions.
Ensure smooth and efficient day-to-day operations, provide a positive presence, and answer email and telephone calls in an efficient, timely, and thoughtful manner.
Manage all administrative aspects of invited seminar speakers with external scientists and health care providers including scheduling and working with the contract coordinator and Business Processes Coordinators (BPCs) to submit documents required to execute contract and payment. When required, arrange or assist with speaker travel and on-site meeting room and catering.
Foster respectful relationships with other admins, work together collaboratively and share best practices.
 
Qualification & Experience:
Experience:
prior experience in a science-related field (neurology , biopharma/biotech organization preferred )
Soft skills:
Strong proactiveness, ability to prioritize, multi-task, work independently and as part of a team, navigate a complex organization
Discretion, tact, ability to handle sensitive information and maintain confidentiality
Ability to work with multiple time zones
Technical skills: • Excellent verbal and written communication skills: ability to compose mature drafts of internal and external communications • Knowledge of office management systems and procedures
Working knowledge of common office intranet tools Concur, Ebuy, Catalyst, Workday (preferred)
Required Education: Bachelor’s Degree, however, the manager will consider AA Degree candidates if this is coupled with significant executive support experience in the biopharma domain 
Bilingual is a plus! (in any language)

 
 
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $ 40.44/hr.