Job Title: Executive Administrative Assistant
Location: Cambridge, MA
Contract: Hybrid – minimum 6-8 days (sometimes more depending on meeting schedule) monthly
Job Description:
OBJECTIVES:
• Performs administrative duties and office support activities for a team.
ACCOUNTABILITIES:
• Schedules meetings and manages calendaring activities for senior leadership and GI^2 Therapeutic Area forums as directed by TAU function heads.
• Ability to respond appropriately and efficiently to resolve urgent or critical matters involving senior leadership.
• Plan in-person meetings, dinners, and events for groups ranging from 3 to 130 individuals with minimal direction from function heads/leadership.
• Use appropriate systems and tools for required work projects such as collecting, inputting, collating, and distributing information, including Microsoft Outlook, Word, Excel, Power Point, Teams, etc; maintains appropriate electronic or hard copy files as needed.
• Coordinates documents and correspondence, including emails, presentations, reports, draft documents, memos, etc. Use appropriate corresponding systems to facilitate review of documents, such as Teams, Please Review, Sharepoint, etc.
• Teams with others to review and proofread various documents for grammar and spelling, accuracy, consistency of terms, and completeness; ensures document text and graphics adhere to corporate and organization guidelines and standards.
• Arrange or set-up A/V for hybrid, remote, or in-person meetings and trouble-shoot basic A/V technology issues for conference calls and related IT equipment, interface with IT & conference services for advanced matters.
• Arranges travel for leadership and senior team members; completes expense reports in a timely manner.
• Interfaces and communicates with internal and external professionals; develops a network within the department & broader organization to direct individuals to the appropriate resources and departments.
• Enters requests for payments into accounting system based on documentation provided by supervisor, team members; assists with response to inquiries from accounts payable and payees.
Heavy Calendar Management, Attention to detail, Team Player, Strong Communication and Computer skills
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