Administrative Support Coordinator

Pay Range: $44.59hr - $49.59hr

Job Overview:

Our client is seeking a motivated and detail-oriented Administrative Support Coordinator to provide administrative and executive support at the Kendall Square location in Cambridge, MA, and to assist with all aspects of daily administrative management at a detailed level. This position will report to the Vice President, In Vivo Product Development and Site Leader for the Kendall Square site, and will also engage as necessary with other site leaders. The Administrative Support Coordinator should be proficient in all aspects of corporate administration, executive calendar, email, conference room management, arranging travel itineraries, and processing expense reports. This role will also assist in new hire onboarding and need to be able to process, track, reconcile, and update invoices for office and miscellaneous supplies. The successful candidate will also play a critical role in site engagement, helping to coordinate social gatherings and monthly all-hands meetings, including the preparation of presentations and content. Critical to this role are exceptional interpersonal, communication, and time management skills. Further, the successful candidate should be able to work autonomously with minimal direction and thrive in a fast-paced, occasionally ambiguous startup-like environment.

Key Responsibilities:

• Assist with all aspects of daily management at a detailed level for assigned charges, as well as assisting with basic administration. Partner with the broader organization and other administrative personnel as necessary to provide the highest level of support for the Kendall Square site.
• Adapt and adjust to a rapidly changing environment where priorities shift daily. Complete a broad variety of administrative tasks including managing active calendars, expense reports, correspondence, and arranging detailed travel plans, itineraries, and agendas.
• Prioritize conflicting needs and handle matters expeditiously and proactively. Follow through on projects to successful completion, often with deadline pressures. Ability to discern between urgent versus important and to ask for help when needed.
• Schedule and attend site leadership and all-hands meetings, assisting in the administrative management of these meetings as required; this includes arranging and establishing video conference connections, support in preparing agendas, and generation of meeting material and summaries as required.
• Partner with site leaders and the Social Committee on site engagement activities, including the coordination of reservations, catering, and other logistics as necessary.
• Oversee tasks associated with new hire onboarding, ensuring that the requisite activities are arranged and completed in a timely manner.
• Own the tracking, inventorying, and purchasing of office supplies.
• Ensure a high standard of service and confidentiality is maintained and enhanced. Provide a bridge for smooth communication between departments and functions. Develop cross-functional and cross-site professional alliances.

Qualifications & Experience:

• Diploma or Degree in Business Administration or equivalent qualifications.
• 10 years of administrative experience with progressive responsibilities, with 3 years supporting VP level or above strongly preferred.
• Comfort operating as the sole administrative assistant for a site is strongly preferred.
• Experience in providing support and assistance at the corporate level in large or fast-paced growing organizations.
• Proficiency with Microsoft Office, especially Outlook, Teams, and PowerPoint, with a general understanding of IT technology including SharePoint. Familiarity with SAP is highly preferred.
• Excellent organizational, record keeping, and communication skills.
• A strong work ethic to generate high-quality work under tight deadlines.
• Must have a can-do attitude, be resourceful, and have an approachable demeanor.
• Ability to anticipate and be proactive is critical.
• Experience working within the fields of biotechnology, life science, or project management sectors is preferred.