Senior Administrative Assistant

Manning Personnel Group, Inc.; Boston (MA); On-site; USD 55,000 - 75,000; Full time

Job summary

Our client, a life sciences firm in Cambridge, seeks a highly organized Senior Administrative Assistant to support the leadership team and department operations in a fast-paced biotech environment.

You will manage complex calendars, coordinate cross-functional communications between scientists and business units, arrange domestic and international travel, prepare expense reports, and help prepare grant applications and presentations.

Qualifications

• 3+ years of administrative experience in biotech/pharma or a fast-paced, highly regulated setting.
• Bachelor’s degree or equivalent practical experience preferred.
• Advanced proficiency in Microsoft Office Suite and collaboration tools (Slack/Zoom/Teams).
• Experience with expense and procurement software (Concur, Coupa) is a major plus.
• Exceptional verbal and written communication; ability to interface with scientists, executives, investors, and boards.
• Proven ability to multitask, prioritize, and adapt to changing deadlines.

Responsibilities

• Calendar & Meeting Management: manage complex calendars for multiple executives and coordinate high-stakes meetings.
• Cross-Functional Liaison: bridge between executives, R&D teams, clinical ops, and external partners.
• Travel & Expense Coordination: arrange domestic and international travel and reconcile expense reports.
• Documentation & Compliance: format, proofread, and organize technical documents and grant applications with confidentiality.
• Event Planning & Logistics: lead department events and external seminars or workshops.
• Office Operations: manage PO tracking, supplies, and shipping logistics for sensitive materials.

Skills

Calendar management

Verbal communication

Written communication

Cross-functional collaboration

Education

Bachelor’s degree or equivalent

Tools

Microsoft Office

Slack

Zoom

Teams

Concur

Coupa

Job description

Our client, a life sciences firm in Cambridge, is seeking a highly organized, proactive, and detail-oriented Senior Administrative Assistant to support their leadership team and department operations. In the fast-moving biotechnology space, this role is crucial to keeping our administrative engines running smoothly. You will handle complex scheduling, cross-functional communication between scientific and business teams, and essential project management. The ideal candidate thrives in a dynamic environment, anticipates needs before they arise, and handles confidential information with the utmost discretion.

Responsibilities:

• Calendar & Meeting Management: Manage complex, frequently shifting calendars for multiple executives. Coordinate high-stakes internal and external meetings, including scientific advisory board meetings, investor presentations, and vendor reviews.
• Cross-Functional Liaison: Serve as a primary point of contact and bridge between executives, internal R&D (Research & Development) teams, clinical operations, and external partners.
• Travel & Expense Coordination: Arrange detailed domestic and international travel itineraries (including flights, lodging, and ground transit). Prepare and reconcile timely expense reports in compliance with company policies.
• Documentation & Compliance: Assist in formatting, proofreading, and organizing highly technical documents, presentations, and grant applications. Maintain strict confidentiality regarding proprietary scientific data, intellectual property (IP), and clinical trial information.
• Event Planning & Logistics: Lead the planning and execution of department events, team-building activities, and external seminars or scientific workshops.
• Office Operations: Oversee general department administration, including tracking purchase orders (POs), ordering specialized supplies, and managing shipping logistics for time-sensitive, non-hazardous materials if needed.

Qualifications & Experience

• 3+ years of administrative experience, with a strong preference for experience within biotechnology, pharmaceuticals, life sciences, or a similarly fast-paced, highly regulated industry.
• Bachelor’s degree or equivalent practical experience preferred.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaborative tools (Slack, Zoom, Teams). Experience with expense and procurement software (e.g., Concur, Coupa) is a major plus.
• Exceptional verbal and written communication skills, with the ability to interface professionally with scientists, executives, investors, and board members.
• Proven ability to multitask, prioritize a heavy workload, and pivot quickly under changing deadlines and priorities.

We are an Equal Opportunity Employer and consider qualified applicants for employment regardless of race, gender, gender identity, gender expression, age, color, religion, disability, veteran status, sexual orientation, or any other protected factor.