Sr Administrative Assistant

Mindlance; Weston (MA); On-site; USD 60,000 - 80,000; Full time

Job summary

A national recruiting company is seeking an experienced Executive Assistant to support the leadership team. The ideal candidate will excel in organizational and communication skills and have 3-8 years of administrative experience. Responsibilities include calendar management, travel coordination, and general administrative support. The position requires a proactive problem-solver comfortable working in a fast-paced environment. This is a pivotal role within a dynamic marketing team focused on healthcare solutions for individuals with Multiple Sclerosis.

Qualifications

• Prior experience supporting leaders at the Sr Director level.
• 3-8 years of administrative experience required.
• High level of computer proficiency, including Microsoft Office.

Responsibilities

• Manage calendars for the leadership team.
• Provide general administrative support.
• Coordinate travel and expense reporting.

Skills

Organizational skills

Communication skills

Problem-solving

Interpersonal skills

Tools

Microsoft Office

Excel

PowerPoint

Oracle Systems

Job description

Mindlance is a national recruiting company which partners with many of the leading employers across the country. Feel free to check us out at http://www.mindlance.com.

Job Description

Overview

We are looking for an experienced executive assistant with expert organizational and communications skills, the ability to prioritize and complete his/her work in a fast paced environment, and a positive, problem solving orientation. The successful candidate will be a self- starter who enjoys working in a team environment that focuses on bringing value to people with Multiple Sclerosis, the healthcare professionals who participate in their care, and the many employees who share this mission.

He/she will be joining a high-functioning marketing team with responsibility for two currently marketed products for Multiple Sclerosis that account for a substantial portion of revenues, and an MS product that we are preparing to launch. The marketing team works closely with a wide array of functions as well as with many external partners and vendors.

Responsibilities

• Calendar management for the leadership team (Sr Director and 2 Directors)
• General administrative support, including follow-up on urgent and pending deliverables
• Managing travel and expense reporting for the leadership team
• Processing purchase orders, check requests and invoices, following up as needed to ensure full compliance with company policies
• Acting as an expert for the team with respect to best practices, policies and procedures for his/her primary areas of responsibility
• Other tasks as identified
• Division of Time:
  • 70% Leadership Support
  • 10% Team Support
  • 20% Purchase orders and other financial processes

Qualifications

• Prior experience supporting leaders at the Sr Director level
• 3 or more years of administrative experience required (5-8 preferred)
• High level of computer proficiency, including Microsoft Office, Excel, and PowerPoint; knowledge of Oracle Systems a plus
• Excellent interpersonal skills, with the ability to work well across all levels. Demonstrated experience in problem‑solving and proactively addressing complex, ambiguous situations with diplomacy and tact
• Desire and ability to create strong partnerships with other Administrative support teams; skilled at establishing effective relationships through mutual respect and trust in dealing with others
• Ability to think ahead and anticipate what others need and the impact his/her work or response time has on others; ability to exercise sound judgment and determine priorities
• Excellent verbal and written communication skills
• Expert organizational and operational skills; track record for improving or simplifying processes and procedures