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Senior Administrative Assistant

  • Location: Boston
  • $ Salary: Up to US$43.00 per hour per hour
  • Job Type:Contract

Posted 28 days ago

  • Sector: Life Sciences
  • Contact: Alicia Beard
  • Duration: 6 Months
  • Start Date: ASAP
  • Expiry Date: 10 June 2023
  • Job Ref: JN -052023-479136

Senior Administrative Assistant

Assignment length - 6 months - with the chance of being extended or converted

Location - Hybrid Boston

Pay rate - $37 - $43 per hour

The Senior Administrative Assistant provides experienced office/business support to a department. The Senior Administrative Assistant generally reports directly to a(n) Country Manager, Executive Director or Vice President-level manager.

Key Responsibilities:

  • Manages calendars for assigned personnel, including meeting scheduling (both internal and off-site meetings), accepting/declining invites, meeting prioritization, securing conference rooms, ordering catering and "day-of" logistical and administrative support,
  • Serves as a departmental resource for internal technologies (i.e.: Procurement, Sharepoint, concur, etc)
  • Coordinates activities between departments and/or outside parties,
  • Exchanges and integrates information from stakeholders into departmental reports,
  • Books flights/hotels, completes expense reports, and arranges team lunches/dinners and offsite meetings for assigned personnel,
  • Based on established departmental procedures, prioritizes and addresses requests for appointments, e-mails and telephone calls; directly handles most requests but routes complex or unusual problems to more senior personnel,
  • Coordinates and helps prepare meeting materials, including meeting agenda preparation/distribution, collecting/printing meeting pre-reads, minute- or note-taking and assembling/editing PowerPoint presentations,
  • Processes group purchase orders, invoices, and contracts,
  • Assists with visitor registration, including pre-registering and escorting visitors,
  • & Assists with the onboarding of new personnel into the department.

Knowledge and Skills:

  • Established knowledge of Microsoft Office products,
  • Developed time management skills and organizational skills to prioritize work and/or multi-task,
  • Keen attention to detail,
  • & Discretion to handle sensitive and confidential correspondence.

Education and Experience:

  • Typically requires high school or secondary school education,
  • & Typically requires 2 years of administrative experience, or the equivalent combination of education and experience.