Executive Assistant III

Title: Executive Assistant III
Location: Cambridge MA-Hybrid : 2 days in Cambridge
Duration: 6 Months
Pay: $42.19

Job Description:
We are seeking a highly organized and proactive Executive Assistant (Level 3) to provide temporary support to a fast-paced Meetings & Congresses team. This role will focus on coordinating day-to-day administrative operations, supporting team activities and projects, and ensuring seamless execution of internal processes. The ideal candidate thrives in a dynamic environment, is detail-oriented, and can effectively manage multiple priorities across a high-volume workload.

Experience A minimum of 5 years of experience providing administrative support in fast-paced, high-visibility environments, preferably within life sciences, operations, events, or project-based teams.

Schedule & Location

Full-time: 40 hours/week

Hybrid: Ability to be onsite in the Cambridge office as needed (typically ~2 days/week, with flexibility based on business needs)

Duration: Immediately (mid-late April) End of January

Education Bachelors degree or equivalent professional experience.

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Key Responsibilities

Team & Operational Support

Provide administrative support to the Meetings & Congresses team across multiple projects and workstreams

Manage and coordinate team calendars, including internal meetings, external vendor calls, and cross-functional touchpoints

Schedule and coordinate internal team meetings held in-office, including room bookings, logistics, and materials preparation (not responsible for planning external meetings or congresses)

Maintain and update team trackers (e.g., congress timelines, budgets, deliverables, and status reports)

Assist with opening and managing purchase orders (POs), invoice tracking, and basic budget coordination

Process purchasing card reports in compliance with company policies

Support preparation and updates of planning decks and materials for large cross-functional meetings

Coordinate with internal stakeholders to ensure alignment on timelines, deliverables, and follow-ups

Process & Project Support

Maintain and update Standard Operating Procedures (SOPs) and internal process documentation

Support process improvement initiatives to enhance team efficiency and consistency

Assist with administrative support related to vendor transitions or onboarding new partners

Help track action items, follow-ups, and project milestones across the team

General Administrative Support

Coordinate team meetings and assist with team communications

Support onboarding logistics for new team members (access, tools, resources)

Assist with office coordination as needed (supplies, IT, facilities liaison)

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Required Skills

Strong organizational and time management skills with the ability to manage multiple priorities simultaneously

Ability to work independently while supporting a highly collaborative, cross-functional team

Highly responsive and adaptable in a fast-paced, deadline-driven environment

Strong attention to detail and follow-through

Excellent communication and interpersonal skills

High level of discretion and professionalism

Proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Teams) and collaboration tools such as SharePoint