$38-$42/hr
3-6 months,
Hybrid to Acton
JOB DESCRIPTION
Position Overview:
The Senior Administrative Assistant provides administrative support to three VPs in the US Commercial team supporting the VP of US Commercial Planning, VP of US Marketing, and VP of US Market Access.
Responsibilities
Maintain and protect highly confidential corporate information and communicate information within scope of authority.
Maintain executives’ calendars and schedules by arranging meetings and events via Outlook and Microsoft Teams.
Collaborate with other EAs and Admin Assistants to coordinate calls and meetings with other executive and senior leadership teams.
Scheduling/event management for employees and external company functions as requested, such as team building events or workshops.
Arrange executives’ domestic and international travel to include flight, hotel, and ground transportation reservations by using Concur and/or company travel agency.
Prepare and submit expense reports promptly for executives via Concur, ensuring compliance with the company T&E policies.
Manage all meeting/events details such as:
Booking/setting up conference room, coordinating with Facilities as needed.
Researching and managing offsite events to include securing venues, blocking hotel rooms, securing restaurants, and any ground transportation as requested.
Preparing meeting agendas, materials, and pre-reads, as needed. Coordinate with presenters to get copies of presentations and pre-reads.
Securing necessary IT/AV equipment and required connections (Wifi, teams), coordinating with IT support as needed.
Initializing and/or driving presentations for presenters, as requested.
Coordinating catering needs when necessary or as requested.
Updating attendees of meeting requirements and other meeting info. Coordinate to ensure third party guest(s) have access to facilities and wifi/AV equipment.
Use CoPilot to take meeting minutes and follow-up with team on action items as needed.
Finalize draft PowerPoint presentations for meetings to ensure uniformity with other presenters and adherence with the company’s corporate master presentation format.
Draft official correspondence, such as emails and letters, as requested.
Initiate purchase order requests, invoices, and check requests as requested or when necessary, using SAP. Manage specific vendor relationships.
Perform other duties as assigned. Multifaceted project management and assisting with special projects and initiatives, as needed.
Required Skills and Competencies
Dependable, highly organized and very detail oriented. Strong professional presence.
Strong problem resolution and project management skills with strong ability to manage multiple tasks, prioritize effectively, and meet deadlines. Flexibility to adapt to changing priorities and situations.
Ability to act independently and use discretionary judgment.
Strong knowledge and experience coordinating offsite events dealing with securing venues and working with event planners to include hotel room blocking, securing conference rooms, securing A/V requirements, catering, large group restaurant reservations, and ground transportation as required.
Ability to learn new technical apps quickly for immediate use (i.e., Workday, Adobe Acrobat Pro, Smartsheet, OneNote, SharePoint, etc.)
Extremely knowledgeable and have significant Microsoft Outlook and Teams scheduling experience. High computer proficiency in Microsoft Office Suite such as Word, Excel, PowerPoint, and other relevant software.
Extremely knowledgeable and have considerable experience in working with SAP for PO requests and invoice payments.
Exceptional verbal, written, presentation, and communication skills.
Ability to manage multiple priorities at any given time while having the decisiveness to ask for help when needed. Accuracy and attention to detail are essential for all tasks.
Highly personable and work well with others and peers. Highly team-oriented.
Superior collaborative skills with ability to work with ease either up or down the chain. Experience communicating with individuals at all levels, both externally and internally within the organization, is required.
Education and Experience
Minimum of 5 years of experience supporting senior management stakeholders required.
Experience supporting multiple executives is preferable. Superior interpersonal skills with feeling at ease working with senior-level executives.
Additional Information
The position is hybrid in Acton, MA with three days per week in-office.
Travel is limited and will be based on business needs.