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Administrative Assistant - Part Time

Cambridge, MA 02138

Posted: 06/27/2024 Employment Type: Contract Job Number: 3802

Job Description

An individual contributor-level role that ensures efficient and effective administrative operations to the Clinical Development team.

Responsibilities:
  • Ensures meetings are organized to facilitate efficient and effective outcomes.
  • Provides independent and proactive support to Clinical Development leaders and team members; anticipates organizational needs, such as organizing and scheduling meetings.
  • Serves as the point of contact with service providers (SPs) for all tasks associated with MSA(s), Work Order(s)/ and Consultancy Agreements (Includes legal aspects).
Planning and Execution
  • Ensures meetings are organized to facilitate efficient and effective outcomes.
  • Ensures all meeting materials are complete and accurate, and shared with participants prior to meetings.
Financial Outcome
  • Maintains and supports the contract agreement process; ensures reviewing for accuracy of information and timely execution of documents.
Operation and Improvement
  • Manages multiple calendars for on-site and off-site meetings; coordinates some travel arrangements.
  • Ensures all meeting materials are complete and accurate, and shared with participants prior to meetings.
Innovation
  • Provides independent and proactive support to Clinical Development leaders and team members; anticipates organizational needs, such as organizing and scheduling meetings.
Talent Development and Organization Growth
  • Ensures instructional pamphlets and process flow charts used in training are current.
External/Internal Relationship
  • Serves as the point of contact with service providers (SPs) for all tasks associated with MSA(s), Work Order(s)/ and Consultancy Agreements (Includes legal aspects).

Requirements / Qualifications:
  • A High School diploma is required.
  • Associate or Bachelor’s degree is preferred, or equivalent work experience.
  • 3 years’ experience as an administrative assistant; experience in the pharmaceutical or biotechnology industry is preferred.
  • Experience in reviewing and processing contracts, from draft/signing of the contract through completion of services.
  • Technical Skills: Microsoft Office (Word, Excel, PowerPoint, Outlook) and Concur.
  • Cognitive Skills: Basic mathematical skills for the purpose of processing partial and full payments, with record keeping as to balances due and credits owed when working with external vendors.
  • Excellent communication skills (verbal and written). 
  • Ability to understand business-level Japanese is desirable. 
  • Work is generally sedentary in nature, but may require standing, walking, grasping, and lifting/moving up to 15 pounds (e.g. in order to shred documents, to maintain a neat and organized work environment, and to lift lunch boxes.
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