Administrative Assistant IV

Job Title: Administrative Assistant IV

Duration: 6 months of contract with possible extension or conversion

Location: Worcester, MA 01604

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 handles 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.

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.