Administrative Support Coordinator- Pharma (Onsite- Cambridge, MA)

Stage 4 Solutions, Inc.; Cambridge (MA); On-site; USD 65,000 - 68,000; Full time

Benefits offered by this job

Health benefits

401(k)

Job summary

Stage 4 Solutions, Inc. is seeking an Administrative Support Coordinator for our global pharmaceutical client in Cambridge, MA.

This onsite role provides executive and administrative support at a detailed level, reporting to the Vice President, In Vivo Product Development, and coordinating with Kendall Square site leaders. This 40-hour per week, 12‑month contract is 100% onsite at the client’s Cambridge office.

Qualifications

• 10+ years administrative experience with progressive responsibilities.
• 3+ years supporting VP level or above.
• Experience in corporate administration, calendar, travel, and expense reports.

Responsibilities

• Assist daily management at a detailed level for own charges and colleagues.
• Manage active calendars, expense reports, correspondence, travel itineraries.
• Prioritize urgent vs important tasks and complete projects on time.
• Schedule and attend site leadership and all-hands meetings; prepare agendas and materials.
• Coordinate site engagement activities with the Social Committee.
• Oversee new hire onboarding and track office supplies.
• Maintain confidentiality and foster cross-functional communication.

Skills

Executive support

Calendar management

Travel planning

Expense reports

Microsoft Office

Outlook

PowerPoint

Professional communication

Onsite coordination

Site liaison

Education

Diploma or degree in Business Administration

Tools

SharePoint

SAP

Microsoft Teams

Job description

Administrative Support Coordinator Pharma (Onsite Cambridge, MA)

We are seeking an Administrative Support Coordinator for our global pharmaceutical client. You will provide administrative and executive support and assist with all aspects of daily administrative management at a detailed level. This position will report to the Vice President, In Vivo Product Development and Site Leader for the Kendall Square site and will also engage as necessary with other site leaders. This role will also assist in new hire onboarding and need to be able to process, track, reconcile, update invoices for office and miscellaneous supplies. The successful candidate will also play a critical role in site engagement, helping to coordinate social gatherings and monthly all-hands meetings, including the preparation of presentations and content.

This is a 40-hour per-week, 12-month contract (extensions possible), 100% onsite at the client s office in Cambridge, MA.

This is a W2 role as a Stage 4 Solutions employee.

• Health benefits and a 401K are offered.

Responsibilities

• Assist with all aspects of daily management at a detailed level for your own charges, as well as assisting with basic administration. Partner with the broader organization and other administrative personnel as necessary to provide the highest level of support for the Company s Kendall Square site.
• Adapt and adjust to a rapidly changing environment where priorities shift daily. Complete a broad variety of administrative tasks including managing active calendars; expense reports; correspondence; arranging detailed travel plans and expense reports, itineraries, and agendas.
• Prioritize conflicting needs and handle matters expeditiously and proactively. Follow through on projects to successful completion, often with deadline pressures. Ability to discern between urgent versus important and to ask for help when needed.
• Schedule and attend site leadership and all-hands meetings, assisting in the administrative management of these meetings as required; this includes arranging and establishing video conference connections, support in preparing agendas, and generation of meeting material and summaries as required.
• Partner with site leaders and the Social Committee on site engagement activities, including the coordination of reservations, catering, and other logistics as necessary.
• Oversee tasks associated with new hire onboarding, ensuring that the requisite activities are arranged and completed in timely manner. Own the tracking, inventorying, and purchasing of office supplies.
• Ensure a high standard of service and confidentiality is maintained and enhanced. Provide a bridge for smooth communication between departments and functions. Develop cross-functional and cross-site professional alliances.

Requirements

• Must have 10+ years administrative experience with progressive responsibilities. 3+ yrs supporting VP level or above strongly preferred.
• Experience in providing support and assistance at corporate level at large or fast-paced growing organizations and proficient in all aspects of corporate administration, executive calendar, email, conference room management, arranging travel itineraries, and processing expense reports.
• Proficiency with Microsoft Office, especially Outlook, Teams, and PowerPoint with a general understanding of IT technology including SharePoint. Familiarity with SAP is highly preferred.
• Comfort operating as the sole administrative assistant for a site is strongly preferred.
• Experience working within the fields of biotechnology, life science, or project management sectors is preferred.
• Diploma or Degree in Business Administration or equivalent qualifications

Stage 4 Solutions is an equal-opportunity employer. We celebrate diversity and are committed to providing employees with an inclusive environment that is free of discrimination and harassment. All employment decisions are based on the job requirements and candidates qualifications, without regard to race, color, religion/belief, national origin, gender identity, age, disability, marital status, genetic information, or other applicable legally protected characteristics.

Compensation: $47/hr. - $49.59/hr.