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Sr. Administrative Assistant

Westborough, MA 01581

Posted: 09/11/2023 Employment Type: Contract Job Category: Administrative Job Number: 578411 Is job remote?: No Country: United States

Job Description

Sr. Administrative Assistant
3-month contract

Location: Westborough, MA

Must Haves:
  • College degree or equivalent experience and knowledge
  • Minimum three years of administrative experience, ideally in an international company
  • Proficient in Word, Excel, PowerPoint, and Outlook (Office 365).
  • International company experience
  • AS in Business or Administrative field preferred

Job Description:

Performs a variety of administrative duties to ensure that senior leaders are free to focus on business concerns and issues. Screen incoming meeting requests, types and composes correspondence, compiles and prepares various business documents and reports, tracks budgetary expenses, makes travel arrangements, files expense reports, organizes and schedules meetings and maintains master calendar for reports to CEC, EES, COO, ExCom, and DH meetings. Prepares management presentations. Maintains effective administrative control over various departmental activities procedures or programs. Coordinates and assists on the interviewing, hiring, and onboarding process of new positions.

  • Composes routine correspondence ensuring accurate grammar, spelling, and business formats. Sends correspondence to designated addressees. Maintains correspondence files through associated Teams and SharePoint sites.
  • Makes travel arrangements for VP, Medical Global PMO and VP, Strategy & Portfolio Management, which involves working with Corporate Travel Department to arrange transportation and lodging as well as tracking and submitting expense reports. Prepares and distributes travel itineraries. Arranges dining or other events for internal meetings as requested. Reviews and logs travel and entertainment forms. Tracks departmental budget expenditures. Analyzes data to record and report on budget variances.
  • Organizes and schedules on-site or off-site meetings. Ensures that facilities are adequate. Arranges for food and beverages. Maintains a calendar of itineraries and schedules and coordinates business meetings and conference calls. This includes coordinating availability and functionality of equipment and systems with the support of local and global IT.
  • Manages expense reports (i.e., prepares, submits, and tracks payment) for VP, Medical Global PMO and VP, Strategy & Portfolio Management § Monitors and maintains adequate quantities of office supplies for the staff. Prepares purchase requisitions when inventory levels are low. Selects office products and equipment from vendor catalogues or approved lists of standard office supplies. Monitors invoices to ensure billing charges are appropriate assigns the general ledger accounting code and submits the bills for signature.
  • Organizes and maintains departmental records, confidential personnel files, and weekly business reports. Maintains logs and other records to track various departmental operations including communications to ensure personnel attendance and PTO records are being kept through client systems (e.g., ADP).
  • Coordinates and schedules department meetings (i.e., bi-weekly/monthly staff meetings, quarterly business reviews, etc.) § Participates in and takes notes and summarizes related action plans during bi-weekly staff meetings. Drafts and delivers pre-meeting agendas.
  • Assists in creation of management presentations using Microsoft Office (PowerPoint) as needed/requested § Coordinates various departmental activities policies or programs to maintain effective administrative control, which involves maintaining records and logs communicating with various internal and external people. Notifies management of any problems that may arise.
  • Assists in gathering documentation relating to HCP Consulting engagements. Includes processing of Purchase Orders and approvals through DocuSign § Coordinates and assists on the hiring and onboarding process of new positions. This includes setting interviews for candidates. For new hires, ordering equipment (e.g., mobile, computer, etc.) and SW requirements per associated role profiles.
  • AS in Business or Administrative field preferred or equivalent experience and knowledge.
  • Minimum three years of administrative experience, ideally in an international company
  • Strong written and verbal communication skills
  • Understanding of the principles of customer service
  • Proficient in Word, Excel, PowerPoint, and Outlook (Office 365). · Detail-oriented with strong planning, organizational and time-management skills
  • Must be able to demonstrate agility and multi-task in a very fast-paced environment with shifting priorities
  • Customer focus with the ability and desire to help the department and our customers problem solve
  • Excellent organizational skills
  • Strong technical aptitude including the ability to create and maintain PowerPoint presentations, Word & Excel files; familiarity with Microsoft SharePoint preferred
  • Superior and concise communication skills both written and oral
  • Strong Interpersonal Skills & desire to collaborate in a team environment
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