Skills

Communication Leadership Time Management Attention to detail Organization Process Improvement

Job Specifications

Job Title: Administrative Assistant

Location: Hybrid - Cambridge, MA

Pay Rate: $28-$29/hour

Duration: 6-month contract with potential to extend or convert to permanentPosition Overview:

We are seeking a highly organized and proactive Administrative Assistant to support senior leaders at a leading global biopharmaceutical company. The ideal candidate will demonstrate excellent calendar and travel management skills, strong attention to detail, and the ability to thrive in a fast-paced, hybrid work environment. This role is critical in ensuring seamless day-to-day operations, effective time management for leadership, and strong collaboration across internal and external stakeholders.Key Responsibilities:

Calendar Management:
Manage complex calendars with shifting priorities, including scheduling last-minute meetings.
Coordinate meeting logistics, factoring in travel time between campus locations and across time zones (Boston & Zurich).
Ensure all meeting invites include agendas, pre-reads, and relevant materials.
Prepare face sheets for 1:1s and assemble travel agendas and documents as needed.
Schedule both internal (cross-functional teams) and external (vendors, partners) meetings.
Cross-functional Coordination:
Work closely with administrative teams across the organization to align on scheduling and key activities.
Build a strong network within the admin community to resolve issues and enhance collaboration.
Travel & Expense Management:
Coordinate travel arrangements, including flights, hotels, and ground transportation, with attention to meeting locations for efficient travel plans.
Submit accurate and timely expense reports using Concur.
Event & Meeting Logistics:
Coordinate and order catering for on-site meetings and events.
Support planning and execution of meetings and virtual interactions based on leader and function priorities.
Data & Tools:
Utilize tools such as SharePoint, MS Teams, and Excel to enter, format, and manage data effectively.
Leverage digital tools and systems to drive efficiency in administrative processes.
Process Improvement:
Proactively identify and lead improvements to workflows and administrative procedures.
Participate in and support continuous improvement initiatives.

Qualifications:

6+ years of experience in an administrative support role, preferably in a corporate or biotech/pharma setting.
Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, Teams) and familiarity with tools like Concur and SharePoint.
Excellent written and verbal communication skills.
Ability to manage multiple priorities and adapt quickly to changing circumstances.
High level of professionalism, discretion, and judgment.
Proven ability to work independently and as part of a collaborative team.

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About the Company

The Fountain Group provides Contingent Labor, Statement-of-Work, and Contingent-to-Permanent resources to clients with an internal/external Contingent Labor Managed Service Program or Clients without a program. The Fountain Group is committed to the belief that we all share in the responsibility to conduct our businesses in a socially and environmentally responsible manner. We base this on the premise that a company is much more than the products it offers. The effect a company has on the environment, the people and the c... Know more