Position Title: Administrative Assistant
Work Location:Cambridge, MA, 02142
Assignment Duration: 12 months (Potential Extension) 
Work Arrangement: Onsite with flexibility to work 1-2 days from home per week

Position Summary:
Our organization provides a vast array of opportunities for an individual looking for an organization with whom they can flourish and develop their careers in a variety of directions.

Background & Context: Supporting the Ventures team and direct reports, with primary responsibilities for the VP (40%), Leader (30%), Ventures team (30%), and 139 Main St office.

Key Responsibilities:

• Provides general administrative support. May provide back-up support to higher-level management as needed.
• Effectively monitors manager and team calendars, proactively solves conflicts.
• Research solutions and respond to email and phone inquiries with input from the direct supervisor
• Responsible for compliance with applicable Corporate and Divisional Policies and procedures. Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).
• Help develop and maintain process improvement and knowledge management processes; actively participate in self- and team audits and works with team to implement improvements
• Coordinates and interacts between internal and external stakeholders, including high-level executives, and respects confidential and business-sensitive information in all interactions
• Supports tracking of budget expenditures.
• Drafting and maintaining reports of the Ventures team’s activities to be shared with cross-functional stakeholders
• Ensures team and cross-functional awareness of upcoming priority events and meetings.
• Coordinates and maintains departmental files as assigned in compliance with corporate and government regulations.
• Orders business cards and stationery.
• Uses and understands Microsoft Office Suite, and other business-specific software, including the Corporate Travel Web site, and employee performance management systems (as applicable).
• Coordinates new employee office set-ups and onboarding.
• Supports event planning and organization of meetings and receptions involving the team, including logistics, invitations, and execution, as needed.
• May train/coordinate work for new administrative assistants.
• Operates with general instruction and some supervision.
• Safeguard’s our organization confidential information
• 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, etc.

Qualification & Experience:

• Some college preferred.
• Some leadership or supervisory experience desired.
• Experience working in pharmaceutical company or CRO strongly preferred.
• 7+ years previous admin experience supporting executives.
• Must have Intermediate to advance knowledge of Microsoft Office Suite, Concur, SharePoint, Visio or OrgPlus, and understanding of business processes and requirements.
• “Make it happen” spirit & attitude as well as persistence.
• Adaptive learner that grasps information quickly and adapts to changes that may happen daily.

 
 
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: $ 32.00/hr.