Admin Assistant II in Cambridge, MA at Integrated Resources, Inc

Date Posted: 6/26/2020

Job Snapshot

Job Description

" The Executive Assistant will be responsible for providing support to the North America Chief Scientific Officer/Global Research Therapeutic Area Head of Immunology & Inflammation and team. Working closely with the global executive leadership administrative team, the Executive Assistant will ensure efficient organization of travel, expenses, meetings and access to equipment and documentation.

Job Summary:

This position provides administrative and technical support to the Executive Office and senior leadership team. This role requires a high level of administrative skill and technical competence as the organization is complex, global and has many internal and external senior partners. Strong oral and written communication skills, flexibility and the ability to manage and anticipate multiple tasks of equal/varying priorities is essential. Responsibilities will include but not be limited to booking and managing national and international travel, expense reporting, organizing meetings, conferences, interacting with various stakeholders including scientific and medical key opinion leaders.

Duties & Responsibilities:

Prioritizes and executes tasks with minimal direction or supervision. Maintains a high level of confidentiality at all times.

Manages multiple, sometimes conflicting, priorities in a fast-paced and demanding environment. Pro-actively assists in managing domestic and global meeting logistics and arranges domestic and international travel with both internal and external parties, ensures efficient processing of expenses.

Provides a positive presence, answers email and telephone calls in an efficient, timely and thoughtful manner. Contacts involve planning and preparation of the communications, require skill, tact, persuasion and/or negotiation to accomplish the objectives of the communication. Interfaces professionally with staff and senior level executives, external partners and consultants. Ensures smooth and efficient flow of day-to-day operations.

Takes initiative and independently manages special/administrative projects in dynamic fast paced environment.

Ability to focus on, communicate efficiently and manage successfully changing priorities dictated by a fast paced and complex internal and external environment

Compiles and prepares information for presentations using MS Office software, including but not limited to, correspondence, reports, tables & analyses, presentations, scientific manuscripts.

Keeps CV and list of publications, patents up to date.

Manages equipment orders and follow up of budget.

Supports recruitment activities and departures and maintain up to date mailing list.
Responds to various inquiries for information according to general guidelines. Strong written and oral communications necessary.
Manages all communications professionally as requested, including telephone calls, meeting planning, email messages.
Arranges visitors' venue.
Schedules meetings/reserve conference room (including TC/ADOBE/VTC/SKYPE) "
5+ year's administrative experience Proficiency in using computer technology including the Microsoft Office Suite (Outlook, Excel (used to create basic spreadsheet for trackers, meetings, etc.), PowerPoint, Word and others) PREFERRED QUALIFICATIONS:

1-2 years of that experience should be supporting senior leadership***
Experience with SharePoint content administration
Experience supporting senior-level business leaders in a pharma or biotech environment Familiarity with pharma industry and R&D organization in particular
Excellent verbal and written communication skills in matrix global environment. High ethical standards, tact for high-profile internal and external relations, maintenance of confidentiality.
Flexibility with time, working across multiple time zones.
Ability to speak French.
Keen sense of confidentiality and judgment Proactively communicates timetables for completion of tasks Attention to detail and good negotiation skills Ability to navigate organization with minimal direction, in support of completing tasks Ability to multi-task, exercise judgment, make decisions, and take action to complete assignments in a fast-paced, changing work environment Flexibility and demonstrated ability to accommodate constantly changing environment Organized and committed, with consistent follow through Strong initiative, tact, communication and interpersonal skills a must.
High School Diploma or GED but Bachelor's Degree strongly preferred or Secretarial Certificate