Administrative Assistant

Randstad USA; Boston (MA); On-site; USD 70,000 - 100,000; Full time

Benefits offered by this job

Medical, dental, vision benefits

Job summary

Randstad USA is seeking an Administrative Assistant to support the Vice President, Site Head of Norwood Drug Substance Operations and the Global Head of Quality Control. This role provides high-level administrative, organizational, and coordination support to enable leadership effectiveness and drive operational execution.

The successful candidate will thrive in a fast-paced setting, balancing meticulous organizational skills with proactive planning and communication.

Qualifications

• High school diploma required.
• 5+ years of experience supporting leaders, managing complex calendars and priorities, coordinating cross-functional activities, and operating effectively in a dynamic, fast-paced environment.
• Experience supporting multiple leaders and managing competing priorities across a matrixed organization is preferred.
• Experience in manufacturing, biotechnology, pharmaceutical, or other regulated environments is preferred.
• Familiarity with GxP/GMP environments is a plus.

Responsibilities

• Manage complex calendars and priorities for the Site Head and Global Head of Quality Control, ensuring effective use of leadership time.
• Coordinate meetings across multiple functions, time zones, and stakeholders.
• Support travel planning, expense reporting, and other administrative activities.
• Prepare agendas, presentations, briefing materials, meeting notes, and follow-up actions.
• Serve as a central point of coordination for key site and Quality Control leadership activities.
• Facilitate communication and information flow across functional teams and leadership groups.
• Track actions, commitments, and deliverables to support timely execution of priorities.
• Assist in the preparation and distribution of leadership communications, presentations, and business updates.
• Coordinate recurring leadership meetings, governance forums, workshops, town halls, and employee engagement events.
• Support management of leadership routines, planning cycles, reporting activities, and operational reviews.
• Maintain organizational documents, records, and administrative systems.
• Identify and implement opportunities to improve administrative processes and ways of working.
• Handle sensitive and confidential information with professionalism and discretion.
• Build strong working relationships across the organization and effectively collaborate within a highly matrixed environment.

Skills

Calendar management

Cross-functional coordination

Communication

Discretion

Time management

Relationship building

Education

High school diploma

Tools

Microsoft Office

Job description

6 month to start with potential to extend or convert

The Role:

The Administrative Assistant serves as a trusted partner to the Vice President, Site Head of Norwood Drug Substance Operations and the Global Head of Quality Control. This role is responsible for providing high-quality administrative, organizational, and coordination support to help drive leadership effectiveness and operational execution across the organization.

The successful candidate will operate effectively in a fast-paced, dynamic environment, balancing

administrative excellence with strong planning, communication, and organizational skills. This individual will play a key role in managing priorities, coordinating leadership activities, facilitating communication, supporting meetings and events, and ensuring follow-through on critical business objectives. The role requires professionalism, discretion, adaptability, and the ability to manage multiple priorities while working across a broad range of stakeholders.

Here’s What You’ll Be Doing:

Manage complex calendars and priorities for the Site Head and Global Head of Quality Control, ensuring effective use of leadership time.

Coordinate meetings across multiple functions, time zones, and stakeholders.

Support travel planning, expense reporting, and other administrative activities.

Prepare agendas, presentations, briefing materials, meeting notes, and follow-up actions.

Serve as a central point of coordination for key site and Quality Control leadership activities.

Facilitate communication and information flow across functional teams and leadership groups.

Track actions, commitments, and deliverables to support timely execution of priorities.

Assist in the preparation and distribution of leadership communications, presentations, and business updates.

Coordinate recurring leadership meetings, governance forums, workshops, town halls, and employee engagement events.

Support management of leadership routines, planning cycles, reporting activities, and operational reviews.

Maintain organizational documents, records, and administrative systems.

Identify and implement opportunities to improve administrative processes and ways of working.

Handle sensitive and confidential information with professionalism and discretion.

Build strong working relationships across the organization and effectively collaborate within a highly matrixed environment.

Here’s What You’ll Need (Basic Qualifications):

Education

High school diploma required

Experience

5+ years of experience supporting leaders, managing complex calendars and priorities, coordinating cross-functional activities, and operating effectively in a dynamic, fast-paced

Experience supporting multiple leaders and managing competing priorities across a matrixed organization is preferred.

Experience in manufacturing, biotechnology, pharmaceutical, or other regulated environments is preferred.

Skills & Capabilities

Demonstrated ability to build a strong understanding of manufacturing operations, business processes, and regulatory requirements. Experience in or willingness to learn GxP/GMP environments is preferred.

Exceptional organizational and time management skills with the ability to manage multiple competing priorities while maintaining attention to detail.

Strong written and verbal communication skills, with the ability to effectively interact with stakeholders at all levels of the organization.

Demonstrated professionalism, discretion, and sound judgment in handling confidential and sensitive information.

Proficiency with Microsoft Office applications, including Outlook, PowerPoint, Excel, Teams, and Word.

Ability to work independently while effectively collaborating across functions and levels within a highly matrixed environment.

Experience supporting multiple leaders and coordinating priorities across diverse stakeholders is preferred.

Strong ownership mindset with a demonstrated ability to anticipate needs, solve problems, and Proactive, adaptable, and solutions-oriented, with the ability to thrive in a dynamic and rapidly evolving environment.

Excellent interpersonal skills and the ability to build strong working relationships across teams and functions.

Commitment to collaboration, continuous improvement, and operational excellence.

Builds trusted partnerships with leaders by anticipating needs, exercising sound judgment and discretion, providing informed recommendations, and helping drive alignment, prioritization, and execution of key business objectives.

Demonstrated ability to bring structure, organization, and follow-through to complex priorities while enabling leaders and teams to perform at their best.

_______________________

Equal Opportunity Employer: Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.

At Randstad, we welcome people of all abilities and want to ensure that our hiring and interview process meets the needs of all applicants. If you require a reasonable accommodation to make your application or interview experience a great one, please contact [e-mail].

Pay offered to a successful candidate will be based on several factors including the candidate's education, work experience, work location, specific job duties, certifications, etc. In addition, Randstad offers a comprehensive benefits package, including: medical, prescription, dental, vision, AD&D, and life insurance offerings, short-term disability, and a 401K plan (all benefits are based on eligibility).

This posting is open for thirty (30) days.