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Company

Original Job Post

BioSpace · 2 days ago

Senior Administrative Assistant

Boston, MA

Full-time

Onsite

Senior Level

$28.50/hr - $43/hr

8+ years exp

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Comp. & Benefits

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Responsibilities

Work closely with the VP & Head - Technical Development to keep them informed of upcoming commitments and responsibilities, following up appropriately.

Provide daily administrative assistance, including calendar management, arranging conference calls, presentation materials, expense reports, and managing business travel arrangements.

Manage expense reporting in a timely manner.

Organize, prioritize, track, and handle a variety of key time-sensitive, confidential deliverables and ensure that necessary actions are addressed promptly.

Arrange high-level meetings, including preparing materials, A/V and catering needs.

In partnership with relevant stakeholders and other key leaders, execute planning and logistics for on-site and off-site meetings and events, meetings and gatherings including scheduling, venue identification, and on-site support at events.

Resolve ever changing priorities, action items, and conflicts.

Prepare or assist with preparation of materials for visitor meetings and site visits, including presentations and briefing documents.

Receive visitors when needed and escort to/from meeting.

Provide hospitality to all guests and help to create a welcoming environment.

Manage vendor services and purchasing for office and administrative matters. Monitor and maintain site administrative budget including creating expense reports and purchase orders, signing contracts (as delegated), approving invoices, etc.

Manage day-to-day office operations, including administration, kitchen, and supply stocking – to include snacks, printer supplies, paper, office supplies, etc., assisting with booking conference rooms, catering, office inventory, and organizing workspaces.

Assist with the onboarding process of new employees.

Assist with office layout planning, office moves and new hire seating arrangements.

Work with other administrative staff and employees to coordinate internal and external meetings, including identifying appropriate meeting room(s) and catering.

Assist with projects and general administrative duties as needed.

Qualification

Find out how your skills align with this job's requirements. If anything seems off, you can easily click on the tags to select or unselect skills to reflect your actual expertise.

Office managementSchedulingMicrosoft OutlookMicrosoft OfficeSystems setupDatabase managementProblem-solvingHard-workingFlexibilityProfessionalismCommunicationOrganizationPlanningInitiativeJudgmentRelationship-buildingTeamworkPositivityExecutive SupportBusiness Content ProductionPresentationsBriefing DocumentsConfidentiality

Required

Relevant experience in Administrative Support & Office Management

Demonstrated flexibility and professional maturity to readily understand priorities and anticipate needs

Strong written and verbal communication skills

Ability to manage conflicting priorities and deliver on the most critical assignments on time and within budget

Superpowers in attention to detail, organizational and planning skills, and ability to achieve results under tight deadlines

Self-starter with ability to take initiative, exercise judgment, and work independently; takes ownership and responsibility

Relationship-builder with experience supporting leaders across multiple disciplines and creating connections across a broad company network as well as interacting with individuals at all levels

Expert scheduler with Microsoft Outlook, comfortable with frequently shifting schedules (and reschedules)

Highly proficient in Microsoft Office including Word, Excel, and PowerPoint, along with experience setting up systems and databases

Efficiency expert who leverages creative problem-solving skills

Professional demeanor and a positive attitude about work and providing service – no task is too big or too small

Preferred

Bachelor’s Degree

At least 8 years of relevant experience in Executive Support and Office Management

Demonstrated skill producing and editing executive level business content such as presentations and briefing documents. Comfort with confidentiality is critical

Benefits

Equity

Annual cash bonus program

401(k) plan with a generous company match

Healthcare (including medical, dental and vision)

Family building benefits

Life and disability insurance

Flexible time off

Paid holidays

Other paid leaves of absence

Tuition reimbursement

Support for caregiving needs

Company

BioSpace

BioSpace is the leading online community for industry news and careers for life science professionals.

Founded in 1988

San Francisco, California, USA

11-50 employees

http://www.biospace.com/

H1B Sponsorship

BioSpace has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Trends of Total Sponsorships

2020 (2)