STAR Admin Assistant IV at The Fountain Group

Pay: $30-32 per hour initially
Length of Contract: 1 Year; Possible FTE: Not guaranteed, based on headcount. The goal is to hire the right person for the team.
Schedule Type:  Onsite in Cambridge, MA with flexibility to work 1-2 days from home per week.

Job Duties: Onsite presence, greeting executives, calendar management, catering, event planning, office management, travel-domestic and international, expense reporting. Front desk/reception presence, office management (drinks, snacks, supplies, point-of-contact for facilities, etc.), calendaring and T&E for VP and team, event planning/management/catering (internal and external), Board calendar management, etc.

Our corporation provides a vast array of opportunities for an individual looking for an organization with whom they can flourish and develop their careers in a variety of directions.
In addition to a beautiful environment and a positive corporate employee culture, contingent staff are embraced as an integral part of their staffing to meet business objectives.
Here are just a few of the rewards you can look forward to enjoying once you have been offered and accepted a contingent position with us:

• Various technology and training are available for anyone looking to expand and improve their current skill levels.
• Leadership support to drive your career into areas of interest to meet your passion and career goals.
• Flexible schedules in many cases, dependent on the specific team with whom you work.
• Collaborative team environment; creating a positive experience for those working at here.
• Inter-Campus shuttles to get you from building to building with on demand service that allows you to make the most of your workday.
• Complimentary shuttle service from the Metro to the campus (depending on the region/campus).
• Complimentary coffee service throughout their locations (depending on the region/campus).
• Responsible for all administrative functions within the Ventures Organization answering phones, calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, meeting/event planning, coordination onboarding for new team members, creating or modifying business documents, preparing presentations from source materials, handling MS Teams and Telepresence setups, and acting as a liaison for remote access issues.

Key Responsibilities Include:

• Provides general administrative support. May provide back-up support to higher-level management as needed.
• Effectively monitors manager and team calendars, proactively solves conflicts.
• Research solutions and respond to email and phone inquiries with input from the direct supervisor
• Responsible for compliance with applicable Corporate and Divisional Policies and procedures. Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).
• Help develop and maintain process improvement and knowledge management processes; actively participate in self- and team audits and works with team to implement improvements
• Coordinates and interacts between internal and external stakeholders, including high-level executives, and respects confidential and business-sensitive information in all interactions
• May include some Supports tracking of budget expenditures.
• Ensures team and cross-functional awareness of upcoming priority events and meetings.
• Coordinates and maintains departmental files as assigned in compliance with corporate and government regulations.
• Orders business cards and stationery.
• Uses and understands Microsoft Office Suite, and other business-specific software, including the Corporate Travel Web site, and employee performance management systems (as applicable).
• Coordinates new employee office set-ups and onboarding.
• Supports event planning and organization of meetings and receptions involving the team, including logistics, invitations, and execution, as needed.
• May train/coordinate work for new administrative assistants.
• Operates with general instruction and some supervision.
• Safeguard's corporate's confidential information

Leadership and Interpersonal Skills:

• Fully understand assigned tasks and any associated expectations.
• Ask for clarification as needed.
• Understand the deadlines and deliverables.
• Respects the sensitivity of internal communications
• Exhibits diplomacy, discretion, and tactful persuasion in communicating with or handling of internal and external stakeholders
• Communicate any obstacles that prevent completion of any deadline.
• Provide status updates prior to any deadline.
• Be a good listener.
• Demonstrate strong Critical Thinking Skills
• Be Accountable and Responsible for actions/mistakes.
• Challenges the team to always do better.
• Prioritizes own work, balancing multiple requests for assistance.
• Establishes good working relationships with other functional areas; builds rapport and trust with others.

Requirements:

• Some college preferred.
• Some leadership or supervisory experience desired.
• Experience working in pharmaceutical company or CRO strongly preferred.
• Must have Intermediate to advance knowledge of Microsoft Office Suite, Concur, SharePoint, Visio or OrgPlus, and understanding of business processes and requirements.
• "Make it happen” spirit & attitude as well as persistence.
• Adaptive learner that grasps information quickly, and adapts to changes that may happen daily.