Executive Assistant

Fresenius Medical Care AG; Waltham (MA); On-site; USD 39,000 - 66,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) with company match

Paid time off

Parental leave

Job summary

Fresenius Medical Care in Waltham, MA is seeking an experienced Administrative Specialist to support the VP GRE Center of Excellence and senior GRE staff. This hybrid role requires discretion, strong communication, and the ability to manage calendars, travel, and confidential information.

You will prepare materials for conferences, coordinate meetings, assist with reports, and help with various projects across the department.

Qualifications

• 5+ years related administrative support experience.
• Proven success supporting administrative functions for senior management.
• Knowledge of business vocabulary and organizational operations.

Responsibilities

• Provides advanced administrative support to VP GRE Center of Excellence and senior GRE staff.
• Manages confidential and time-sensitive information with discretion.
• Prepares materials for conferences, appointments, and meetings.
• Interprets guidelines and anticipates needs for executives.
• Coordinates meetings and maintains calendars and office systems.
• Assists with reports and cross-functional data gathering.
• Maintains records of equipment, certifications, and publications.
• Assists with various department projects.

Skills

Administrative support

Executive support

Calendar management

Confidentiality

Communication

Education

5+ years related admin support experience

Tools

Microsoft Word

Microsoft Excel

Visio

Job description

This is a hybrid position in Waltham, MA with 3 days in the office and 2 days remote.

PURPOSE AND SCOPE:

Provides advanced administrative support to VP GRE Center of Excellence and senior GRE staff as assigned. Requires minimal direction and routinely responds to enquiries and other communication on behalf of the executive. Performs secretarial and administrative assignments of a complex and confidential nature, and a variety of complicated tasks, relying on judgment and experience to accomplish established goals and objectives.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Under minimal direction, provides advanced administrative support to top management and executives in the functional department. Routinely responds on behalf of the executive to written and electronic communication.
• Handles material of a highly confidential and time-sensitive nature, as well as a variety of complex situations involving clerical/administrative functions of the office that do not require the direct attention of the executive.
• Uses considerable judgment and initiative to determine the appropriate action to take in non-routine situations.
• Interprets and adapts guidelines, precedents and practices.
• Anticipates and prepares materials needed by the executive for conferences, appointments, meetings, telephone calls etc.
• May assists in the preparation of reports as required by senior staff by contacting various company personnel at all levels to collect, compile, and analyze complex information.
• Relies on experience and judgment to plan and accomplish goals.
• Within established guidelines, makes independent decisions regarding planning, organizing, and scheduling work.
• May perform some standard administrative functions such as screening mail and telephone calls, scheduling appointments and maintaining the calendar, setting up the office filing system, and coordinating meetings (large, complex, internal or external).
• Keeps records of equipment purchases and maintenance for the department.
• May maintain certifications, memberships, and publications for the department.
• Keeps log of paid time off for staff and other staffing administrative duties as assigned.
• Assist with various projects as assigned.
• Other duties as assigned.

PHYSICAL DEMANDS AND WORKING CONDITIONS:

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION:

• :5+ years related administrative support experience.
• Proven success in supporting administrative functions for senior management.
• Knowledge of business and technical vocabulary.
• Familiarity with standard concepts, practices and procedures within a complex operational environment.
• Ability to employ basic reasoning skills while handling multiple tasks.
• Knowledge of computer software such as word processing, spreadsheet, presentation, database, and Visio programs.
• Knowledge of organizational operations and procedures.
• Ability to communicate (verbally and written) with considerable tact and diplomacy.
• Capable of analyzing complex information requests and determining complex trends.
• Ability to exercise considerable discretion and independent judgment when making decisions and interacting with clients.
• Advanced computer skills to be able to continue to advance processes.
• Detailed knowledge of organizational operations, procedures, policies and practices.
• Wide degree of creativity and latitude expected.

The rate of pay for this position will depend on the successful candidate’s work location and qualifications, including relevant education, work experience, skills, and competencies.

Hourly Rate: $28 - $48

Benefit Overview: This position offers a comprehensive benefits package including medical, dental, and vision insurance, a 401(k) with company match, paid time off, parental leave.

Fresenius Medical Care maintains a drug‑free workplace in accordance with applicable federal and state laws.

Fresenius Medical Care is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sexual orientation, gender identity, parental status, national origin, age, disability, military service, or other non‑merit‑based factors