Administrative Assistant IV

Spectraforce Technologies; Worcester (MA); On-site; USD 55,000 - 85,000; Full time

Job summary

Spectraforce Technologies, Inc. in Worcester, MA is seeking an Administrative Assistant IV for a six-month onsite assignment to support executives and teams, manage calendars, travel, expenses, and onboarding.

The role requires 7+ years of admin experience, advanced proficiency with Microsoft Office, Concur, SharePoint, and Visio or OrgPlus, and experience in a pharmaceutical company or CRO environment. Some college preferred and leadership experience desired.

Qualifications

• 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.

Responsibilities

• 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.
• Operates with general instruction and some supervision.
• Safeguard's confidential information.

Skills

Leadership experience

Attention to detail

Problem solving

Prioritization

Education

Some college

Tools

Microsoft Office Suite

Concur

SharePoint

Visio

OrgPlus

Job description

Position Title: Administrative Assistant IV

Work Location: Worcester, MA 01604

Assignment Duration: 06 Months (possible extension)

Work Arrangement: Onsite (implied by office support, onboarding, and campus references)

Position Summary:

Our organization provides a vast array of opportunities for an individual looking for an organization with whom they can flourish and develop their careers in a variety of directions. In addition to a beautiful environment and a positive corporate employee culture where contingent staff are embraced as an integral part of their staffing to meet their business objectives.

Key Responsibilities:

• 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.
• Operates with general instruction and some supervision.
• Safeguard's 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.

Qualifications & Experience:

• 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.