Administrative Assistant III

PSG Global Solutions; Lexington (MA); On-site; USD 50,000 - 70,000; Full time

Job summary

A staffing and recruitment firm is seeking a candidate experienced in calendar management and support roles. The position requires a background in fast-paced environments, preferably within the pharma or biotech industries. Responsibilities include scheduling meetings, managing critical conferences, and handling confidential information. Candidates should be proficient in MS Office and have technology experience with SAP and expense systems. Flexibility in hours is required, with a possibility of temp-to-perm based on performance.

Qualifications

• Candidates must come from a large/corporate/fast paced environment.
• Must have some tenure in resume.
• Pharma/Biotech experience preferred.
• Will support 6-7 people.
• Strong calendar managing experience.
• MS Office proficiency (Outlook, Word, PowerPoint).
• Tech experience with SAP and expense systems (Concur).
• Confidentiality is very important.

Responsibilities

• Maintain the Outlook calendar for individual team members.
• Schedule internal and external meetings, handling confidential information.
• Manage and coordinate critical bio-partnering conferences as needed.
• Add new suppliers/vendors through SMS system.
• Complete monthly expense reports via Concur system.
• General filing and ordering office supplies.
• Coordinate domestic and international travel.

Job description

At Real we're always looking for new and ambitious people to help deliver exceptional service levels, change the lives of the candidates we represent and partner with some of the world's best pharmaceutical, biotechnology and medical companies.

As specialists in recognising talent we pride ourselves on not just finding the best people for our client partners but on our ability to spot the best and brightest talent to work for us. We are also renowned for providing training and long-term career opportunities to help our employees be the best they can be, so they can continue to deliver the expertise Real has become famous for.

Relationships are at the heart of everything we do and ensure that our clients and candidates continue to work with us again and again. This ethos is also what shapes how we work as a business. We encourage and reward knowledge sharing and have various support networks and international forums to enable our employees to keep up-to-date with changes happening across their industries and share local insight to deliver true global perspectives.

Job Description

• 20% Maintain the Outlook calendar for individual team members. Print materials pertinent to meetings.
• 25% Schedule internal and external meetings including booking rooms and equipment, creating agendas, arranging catering and transportation. Create and distribute general correspondence for team meetings. Includes handling highly confidential information. Manage CDA collection.
• 15% Manage and Coordinate critical bio-partnering conferences as needed. Arrange meetings using conference software as needed.
• 10% Add new suppliers/ vendors through SMS system. Process purchase orders via SRM/ SAP
• 10% Complete monthly expense reports via Concur system
• 10% General filing, document processing, ordering office supplies, liaison with IT.
• 10% Coordinate domestic and international travel (flights, transportation & accommodation)

Qualifications

• Candidates must come from a large/corporate/fast paced environment
• Must have some tenure in resume
• Pharma/Biotech experience preferred
• Will support 6-7 people
• Strong calendar managing experience
• MS Office (Outlook, Word, PowerPoint)
• Scheduling meetings internally and externally meetings
• Tech experience with SAP, expense systems (Concur)
• Core hours, flexible
• Confidentially is very important
• Follow policies and procedures
• Possible Temp to Perm-based on Performance.

Additional Information

All your information will be kept confidential according to EEO guidelines.