Administrative Assistant

TS Kandilit LLC Cambridge , MA 02138

Posted 3 months ago

Location: Cambridge, MA
Consulting

Job Description:
OBJECTIVES:

This position communicates in a clear, professional and articulate manner.

Manages the calendars of Events at PA, Senior Director of Patient Advocacy

Some support will be provided for Associate Directors level on specific projects related to patient engagement, grant activation, and other distinct project.

Ensure seamless operational execution of patient engagements with all of the systems; HCPES, GEARS, etc.

Processing of SOWs and budget reconciliation with oversight from Christen Weekes

Prepares, processes, and reconciles expense reports, credit card for Senior Director of Patient Advocacy. Prepares travel arrangements, including domestic and international, and creates detailed itineraries.

ACCOUNTABILITIES:
Communicates in a clear, professional and articulate manner. Able to communicate complex information/data in a simple manner both orally and in writing.
Schedules and coordinates onsite and offsite meetings including but not limited to managing invitations, tracking responses, coordinating speakers, entertainment, transportation, dining/catering, and presentation materials, tracking budgets, etc., in accordance with manager and/or staff instructions.
Answers telephones, transfers calls, takes accurate messages, and appropriately responds to internal and external requests for information and/or clarification. Receives all visitors and handles all registration and/or scheduling for any onsite or offsite guests.
Prepares, processes, and reconciles all expense reports, credit card statements, invoices, purchase orders, accounts payables, etc. with minimal oversight and in accordance with Company policies and procedures.
Prepares all travel arrangements, including domestic and international, and creates detailed itineraries.
Produces complex letters, memos, reports, presentations, spreadsheets, and/or other documents with minimal direction. Proofreads and edits all documents prior to finalizing.
Assists with department budget preparation and tracks variances.
Completes other special projects as directed by manager or staff.
Performs miscellaneous filing, organizing, faxing, mailing, duplicating, etc.
Collaborates and provides necessary support for other administrative staff, when necessary.
May be responsible for records management and aggregate spend tracking for department.
Performs other duties as assigned.

EDUCATION, EXPERIENCE, KNOWLEDGE AND SKILLS:
High School Diploma/GED required or in lieu of Diploma/GED four years of administrative assistant experience in addition to minimum years of experience required.
Minimum of 5 years of administrative experience supporting one or more individuals
Strong computer literacy with intermediate skills in Microsoft Outlook, Word, Excel or PowerPoint.
Strong organizational skills.
Ability to multi-task, learn and adapt quickly, and problem-solve and operate in a fast-paced environment.
Ability to work individually or as a team.
Excellent verbal and written communication skills.
Understanding of mid-size corporate structures including corporate policies and procedures.


See if you are a match!

See how well your resume matches up to this job - upload your resume now.

Find your dream job anywhere
with the LiveCareer app.
Download the
LiveCareer app and find
your dream job anywhere
lc_ad

Boost your job search productivity with our
free Chrome Extension!

lc_apply_tool GET EXTENSION

Similar Jobs

Want to see jobs matched to your resume? Upload One Now! Remove
Administrative Assistant

Beigene, Ltd.

Posted 1 week ago

VIEW JOBS 11/30/2018 12:00:00 AM 2019-02-28T00:00 Administrative Assistant Full-time Job Location: Cambridge, MA Department: General Administration Reports to: Executive Assistant, Administration Education Required: Bachelor of Arts or Bachelor of Science. General Description: BeiGene USA is seeking a dynamic, organized and proactive Administrative Assistant to support the growing team of our pharmaceutical company based in Cambridge, MA Essential Functions of the Job: * Supporting members of the senior management team across functional areas * Manage calendars, schedule and coordinate meetings, appointments and travel arrangements * Serve as administrative resource for the Cambridge office and back up support to Executive Assistants as well as take part in occasional rotating schedule as back up for front desk when receptionist is out * Maintain confidential files, both paper and electronic, and coordination/organization of documentation filing system * Prepare and modify documents including correspondence, reports, drafts, memos and emails * Manage expense reports using Concur * Assist with tracking contracts and legal documents in support of the clinical trials * Assist with clinical trial program to set new users up and/or remove them, reset passwords, etc. * Prepare agendas for meetings and prepare schedules with outside venders, CRO's and consultant staff * Participate in Cambridge Events Committee (organizing annual summer outing, holiday event and other office events throughout the year) Competencies: Proficiency in the Microsoft suite of tools including Outlook, Word, PowerPoint, Excel. Other Qualifications and Experience: * 3+ years of administrative experience in similar office setting * Ability to learn relevant software * Must have very strong written and verbal communication skills * Ability to multitask with a sense of urgency and prioritize * Basic knowledge and operation of standard office equipment * Excellent organizational skills and attention to detail * Self-motivation and ability to work both independently and as a team player * Ability to be flexible and willing to accept new responsibilities in a fast-paced environment * Uphold strict level of confidentiality * Ethics - Treats people with respect; Inspires the trust of others; Works with integrity and ethically in accordance with BeiGene's Code of Business Conduct and Ethics, policies and procedures * Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Completes administrative tasks correctly and on time; Follows instructions and responds to management direction * Communication - Listens and gets clarification; Responds well to questions; Speaks clearly and persuasively in positive or negative situations; Writes clearly and informatively; Able to read and interpret written information. * Teamwork - Balances team and individual responsibilities; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Supports everyone's efforts to succeed; Contributes to building a positive team spirit; Shares expertise with others. * Adaptability – Able to adapt to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events. * Technical Skills - Assesses own strengths and development areas; Pursues training and opportunities for growth; Strives to continuously build knowledge and skills; Shares expertise with others. * Dependability - Follows instructions and responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan. * Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality. * Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data. * Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully. * Project Management - Communicates changes and progress; Completes projects on time and within budget. Beigene, Ltd. Cambridge MA

Administrative Assistant

TS Kandilit LLC