Position Title: Administrative Assistant
Work Location: Cambridge, MA 02139
Assignment Duration: 12 Months
Work Schedule: Onsite Mon-Thurs, WFH Fridays
Work Arrangement: Hybrid

Position Summary: Provides Advanced admin support to the team leaders. May provide back-up support to other team staff, as needed.

Background & Context:
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). Interact with high-level executives and handles confidential or business-sensitive information. May include some support for tracking budget expenditures.
Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations. Uses and understands Microsoft Office Suite and other business-specific software, including the Corporate Travel and Expense website and employee performance management systems (as applicable). Coordinates new employee office set-ups and onboarding.
May train/coordinate work for new administrative assistants. Responsible for all administrative functions for Discovery Research Neuroscience and our Cambridge Research Center such as: Calendar management, proactively solving conflicts.
Handling Teams/Zoom and general Telepresence setups and acting as liaison for remote access issues. Scheduling travel and processing expense reports. Managing correspondence and scheduling couriers as well as preparing FedEx labels and managing shipments. Ordering office supplies. Processing invoices. Meeting/event planning and catering. Creating or modifying business documents. Preparing presentations from source materials. Preparing binders and other large copy requests. Requesting publications/articles. Onboarding various contracted vendors; and Operates with general instruction and some supervision. Safeguard’s our organization confidential information.

Key Responsibilities:
• Provides Advanced admin support to the team leaders. May provide back-up support to other team staff, as needed. • Responsible for compliance with applicable Corporate and Divisional policies and procedures. • Interact with high-level executives and handles confidential or business-sensitive information. • May include some support for tracking budget expenditures. • Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations. • Uses and understands Microsoft Office Suite and other business-specific software, including the Corporate Travel and Expense website and employee performance management systems (as applicable). • Coordinates new employee office set-ups and onboarding.
• May train/coordinate work for new administrative assistants.
• Responsible for all administrative functions for Discovery Research Neuroscience and our Cambridge Research Center such as: Calendar management, proactively solving conflicts. Handling Teams/Zoom and general Telepresence setups and acting as liaison for remote access issues.
Scheduling travel and processing expense reports. Managing correspondence and scheduling couriers as well as preparing FedEx labels and managing shipments. Ordering office supplies. Processing invoices. Meeting/event planning and catering. Creating or modifying business documents. Preparing presentations from source materials. Preparing binders and other large copy requests. Requesting publications/articles. Onboarding various contracted vendors.

Qualification & Experience:
• Fully understands assigned tasks and any associated expectations. • Asks for clarification, as needed. • Understands deadlines and deliverables; communicates obstacles that prevent completion of deadlines; provides status updates prior to deadlines.
• Demonstrates strong problem-solving skills. • Accountable and responsible for actions/mistakes.
• Challenges the team to always do better. • Prioritizes own work, balancing multiple requests for assistance.
• Establishes good working relationships with client areas.
• Builds rapport and trust with others; possesses good listening skills.

 
 
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: $ 31.00/hr.