JVT Advisors

Administrative Assistant

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Location: Waltham, Massachusetts 02451
Employment Type: Contract

Job Description

Contract Length: 7 months

Job Summary: Administrative assistants handle general office tasks and administrative duties, such as directing communications between colleagues and customers, organizing schedules and events, entering data, bookkeeping, maintaining office equipment.

Responsibilities:

  • Complex and substantial calendar management for senior leaders of the team, including managing emails, as needed; at times will make independent decisions regarding scheduling, distribution of phone calls, e-mails, etc.
  • Manages complex travel arrangements, while adhering to the company’s travel policy
  • Keeping minutes during departmental meetings, as needed
  • Formatting and refining PowerPoint presentations and other documents where needed
  • Compiling and coordinating timely submission of expense reports
  • Coordinating workflow, travel and meeting logistics for the department
  • Providing on- and off- site event planning support for department events, liaising as needed with the Corporate Meetings Group, communicating budget limitations, and collaborating with department stakeholders
  • Providing scheduling support for collaborative meetings, including overseeing meeting needs such as catering, AV, WebEx support and room set-up
  • File and retrieve organizational documents, records, reports etc. as needed
  • Address routine inquiries; assist in special projects as needed
  • Provide backup Administrative coverage when needed

Requirements:

  • Associate degree in a relevant field with at least 5 years of administrative experience, Bachelor’s degree preferred. Work experience may be substituted for education requirement.
  • Strong organization skills and attention to detail is a must
  • Strong knowledge of MS Office; including Word, Excel and PowerPoint
  • Experience with SharePoint and Visio org charting is preferred
  • Ability to learn and adapt to evolving technologies
  • Ability to work under pressure while remaining flexible, proactive, resourceful and efficient
  • Ability to prioritize and manage multiple activities and projects
  • Maintain a can-do attitude, with the ability to problem-solve
  • Excellent written and verbal communication skills
  • Ability to interact with all levels of staff in a fast-paced environment
  • Ability to maintain highest degree of confidentiality and discretion
  • Prior experience in a Biopharmaceutical company is preferred

Thomas "TJ" Medlin

Recruiter

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