Administrative Coordinator

Waltham, MA | Contract

Post Date: 08/09/2018 Job ID: 227064 Industry: IT
Job Description:

Important aspects of this role include calendar management, travel planning and meeting coordination.  This position demands high energy, resourcefulness, independence and flexibility to successfully support a dynamic team of doctors and clinical scientists.

Job Responsibilities: 

Manage calendar requirements and coordinate details of team and vendor meetings
Coordinate domestic and international travel arrangements (including visas, air and ground transportation)
Prepare and process detailed expense reports including follow-up
Interface daily with professionals at all levels and handle highly sensitive information maintaining confidentiality and appropriate discretion
Screen incoming correspondence and draft correspondence on behalf of the team, as appropriate
Prepare reports and materials for presentations
Handle accommodations and other arrangements for company visitors 
Schedule and coordinate meetings and conferences including meeting materials and caterers, (liaise with meeting vendors as appropriate)
Create, transcribe, collate and distribute meeting agendas and minutes, including maintenance of a central file for documents
Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing
Maintain hard copy and electronic filing system
Manage departmental budgets
Administer confidentiality agreements, prepare purchase orders and reconciliation of invoices

Required Skills:
BS/BA or equivalent and 5+ years of related experience supporting a  team in a fast-paced entrepreneurial and dynamic environment; start-up or bio-pharma experience preferred

-Proven proficiency with PC based software, including MS Office
-Work with minimal information/direction at times
-Maintain confidentiality of sensitive information
-High level of discretion in dealing with confidential information
-Willingness to be hands-on and participate in organization-wide activities and projects
-Able to prioritize multiple competing tasks and seek supervisory or administrative assistance when appropriate
-Willing to travel if necessary
-Available 24/7 for rare emergency situations such as assisting Associates with travel arrangements
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