Executive Assistant III

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.

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).

Education:

• Bachelor’s degree or equivalent professional experience.

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.

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.

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).