Duration: 06+ Months (Possible temp to hire) Schedule: 100% onsite, Mon-Friday Job Duties: Calendaring, travel & expense, occasionally sending out email on leader’s behalf, supporting onsite visitors, managing blueprint and new hires, coordinating closely with other Worcester admins, providing back up support to other Worcester admins
Key Responsibilities include, but are not limited to, the following:- Provides Advanced admin support to the team leaders. May provide back-up support to other team staff, as needed.
- Responsible for compliance with applicable Corporate and Divisional policies and procedures. Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).
- Interact with high-level executives and handle confidential or business-sensitive information.
- May include some support for tracking budget expenditures.
- Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations.
- Uses and understands Microsoft Office Suite and other business-specific software, including the Corporate Travel and Expense website and employee performance management systems (as applicable).
- Coordinates new employee office set-ups and onboarding.
- May train/coordinate work for new administrative assistants.
Responsible for all administrative functions for Discovery Research Biotherapeutic, such as:- Answering phones.
- Calendar management, proactively solving conflicts.
- Handling Teams/Zoom and general Telepresence setups and acting as liaison for remote access issues.
- Scheduling travel and processing expense reports.
- Managing correspondence and scheduling couriers as well as preparing FedEx labels and managing shipments.
- Ordering office supplies.
- Processing invoices.
- Meeting/event planning and catering.
- Creating or modifying business documents.
- Preparing presentations from source materials.
- Preparing binders and other large copy requests.
- Requesting publications/articles.
- Onboarding various contracted vendors; and
- Operates with general instruction and some supervision.
- Safeguard’s Client confidential information.
- Leadership and Interpersonal Skills:
- Fully understands assigned tasks and any associated expectations.
- Asks for clarification, as needed.
- Understands deadlines and deliverables; communicates obstacles that prevent completion of deadlines; provides status updates prior to deadlines.
- Demonstrates strong problem-solving skills.
- Accountable and responsible for actions/mistakes.
- Challenges the team to always do better.
- Prioritizes own work, balancing multiple requests for assistance.
- Establishes good working relationships with client areas.
- Builds rapport and trust with others; possesses good listening skills.
Requirements:- Some college preferred.
- Some leadership or supervisory experience desired.
- Experience working in pharmaceutical company or CRO strongly preferred.
- 7+ years of previous administrative experience supporting executives.
- Must have intermediate-to-advanced knowledge of Microsoft Office Suite, Concur, SharePoint, Visio or OrgPlus and understanding of business processes and requirements.
- “Make it happen” spirit and attitude as well as persistence.
About US Tech Solutions: US Tech Solutions is a global staff augmentation firm providing a wide range of talent on-demand and total workforce solutions. To know more about US Tech Solutions, please visit
www.ustechsolutions.com.
Equal Employment Opportunity (EEO): US Tech Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
AI Statement: By applying, you acknowledge that AI-assisted tools may be used during hiring.
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