Executive Office Assistant

Exec. Assistant, Corporate Affairs and Office Admin

100% Onsite

12mth initial contract (goal of conversion)

Looking for a small company feel but work for a reputable pharmaceutical leader? We are exclusively supporting a key client as they look for an EA to support the Corporate Affairs team, based out of there growing Boston location!

The ideal candidate will thrive in a fast paced, changing environment that required them to support four (4) Corporate Affairs professionals, along with the wider office (as needed). Heavy calendaring, travel support, event coordination, expense report preparation and more.

Personality compliments any successful administrative position, so we are seeking someone with a solutions based approach, bubbly personality and a team player!

RESPONSIBILITIES :

• Manage multiple calendars
• Travel arrangements (flights, hotel, ground transportation)
• On-site support for corporate events and coordination of Boston office management activities
• Arrange meetings and conference calls including coordinating all meeting logistics, developing agendas, meeting materials, take attendance, send minutes, etc.
• Prepare and process expense reports, contracts, SOWs, POs, and legal requests
• Prepare, maintain and process consultant agreements, travel expenses and meeting agendas
• Upload digital assets for CA and maintain portals and branding assets
• Manage SharePoint permissions
• Smartsheet and SOX system administrator
• Schedule interviews
• Assist with budget
• Maintain collaborative and positive relationships with internal administrative team and external administrative partners
• Other duties as assigned

SKILLS AND EXPERIENCE:

• 3+ years of experience supporting senior executives
• A tenacious yet flexible problem-solver with an ability to manage complex tasks and prioritize competing demands to meet deadlines
• Critical thinker who operates independently while demonstrating good judgment, an ability to be resourceful and proactive
• Consistently delivers a high quantity of high-quality work
• Resilient, open and adaptable to change; embraces feedback
• Team player, who fosters collaboration and thrives in a fast-paced environment
• Strong verbal and written communication skills
• Ability to manage activities and schedules of multiple leaders with no supervision while maintaining strict confidentiality
• Excellent organizational skills, attention to detail and follow through to ensure outstanding execution
• Strong relationship building and interpersonal skills exhibiting patience, respect and grace under pressure
• Proficient in Microsoft Office Suite 365 (Outlook, Word, Excel, PowerPoint)
• Other systems - Zoom, Concur, Coupa
• Biotech experience preferred, not required