What are the responsibilities and job description for the Executive Assistant III position at Careers Integrated Resources Inc?
Title: Executive Assistant III
Location: Cambridge MA-Hybrid : 2 days in Cambridge
Duration: 6 Months
Pay: $42.19
Job Description:
We are seeking a highly organized and proactive Executive Assistant (Level 3) to provide temporary support to a fast-paced Meetings & Congresses team. This role will focus on coordinating day-to-day administrative operations, supporting team activities and projects, and ensuring seamless execution of internal processes. The ideal candidate thrives in a dynamic environment, is detail-oriented, and can effectively manage multiple priorities across a high-volume workload.
Experience A minimum of 5 years of experience providing administrative support in fast-paced, high-visibility environments, preferably within life sciences, operations, events, or project-based teams.
Schedule & Location
Full-time: 40 hours/week
Hybrid: Ability to be onsite in the Cambridge office as needed (typically ~2 days/week, with flexibility based on business needs)
Duration: Immediately (mid-late April) End of January
Education Bachelors degree or equivalent professional experience.
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Key Responsibilities
Team & Operational Support
Provide administrative support to the Meetings & Congresses team across multiple projects and workstreams
Manage and coordinate team calendars, including internal meetings, external vendor calls, and cross-functional touchpoints
Schedule and coordinate internal team meetings held in-office, including room bookings, logistics, and materials preparation (not responsible for planning external meetings or congresses)
Maintain and update team trackers (e.g., congress timelines, budgets, deliverables, and status reports)
Assist with opening and managing purchase orders (POs), invoice tracking, and basic budget coordination
Process purchasing card reports in compliance with company policies
Support preparation and updates of planning decks and materials for large cross-functional meetings
Coordinate with internal stakeholders to ensure alignment on timelines, deliverables, and follow-ups
Process & Project Support
Maintain and update Standard Operating Procedures (SOPs) and internal process documentation
Support process improvement initiatives to enhance team efficiency and consistency
Assist with administrative support related to vendor transitions or onboarding new partners
Help track action items, follow-ups, and project milestones across the team
General Administrative Support
Coordinate team meetings and assist with team communications
Support onboarding logistics for new team members (access, tools, resources)
Assist with office coordination as needed (supplies, IT, facilities liaison)
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Required Skills
Strong organizational and time management skills with the ability to manage multiple priorities simultaneously
Ability to work independently while supporting a highly collaborative, cross-functional team
Highly responsive and adaptable in a fast-paced, deadline-driven environment
Strong attention to detail and follow-through
Excellent communication and interpersonal skills
High level of discretion and professionalism
Proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Teams) and collaboration tools such as SharePoint
Location: Cambridge MA-Hybrid : 2 days in Cambridge
Duration: 6 Months
Pay: $42.19
Job Description:
We are seeking a highly organized and proactive Executive Assistant (Level 3) to provide temporary support to a fast-paced Meetings & Congresses team. This role will focus on coordinating day-to-day administrative operations, supporting team activities and projects, and ensuring seamless execution of internal processes. The ideal candidate thrives in a dynamic environment, is detail-oriented, and can effectively manage multiple priorities across a high-volume workload.
Experience A minimum of 5 years of experience providing administrative support in fast-paced, high-visibility environments, preferably within life sciences, operations, events, or project-based teams.
Schedule & Location
Full-time: 40 hours/week
Hybrid: Ability to be onsite in the Cambridge office as needed (typically ~2 days/week, with flexibility based on business needs)
Duration: Immediately (mid-late April) End of January
Education Bachelors degree or equivalent professional experience.
---
Key Responsibilities
Team & Operational Support
Provide administrative support to the Meetings & Congresses team across multiple projects and workstreams
Manage and coordinate team calendars, including internal meetings, external vendor calls, and cross-functional touchpoints
Schedule and coordinate internal team meetings held in-office, including room bookings, logistics, and materials preparation (not responsible for planning external meetings or congresses)
Maintain and update team trackers (e.g., congress timelines, budgets, deliverables, and status reports)
Assist with opening and managing purchase orders (POs), invoice tracking, and basic budget coordination
Process purchasing card reports in compliance with company policies
Support preparation and updates of planning decks and materials for large cross-functional meetings
Coordinate with internal stakeholders to ensure alignment on timelines, deliverables, and follow-ups
Process & Project Support
Maintain and update Standard Operating Procedures (SOPs) and internal process documentation
Support process improvement initiatives to enhance team efficiency and consistency
Assist with administrative support related to vendor transitions or onboarding new partners
Help track action items, follow-ups, and project milestones across the team
General Administrative Support
Coordinate team meetings and assist with team communications
Support onboarding logistics for new team members (access, tools, resources)
Assist with office coordination as needed (supplies, IT, facilities liaison)
---
Required Skills
Strong organizational and time management skills with the ability to manage multiple priorities simultaneously
Ability to work independently while supporting a highly collaborative, cross-functional team
Highly responsive and adaptable in a fast-paced, deadline-driven environment
Strong attention to detail and follow-through
Excellent communication and interpersonal skills
High level of discretion and professionalism
Proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Teams) and collaboration tools such as SharePoint
Salary : $42