Senior Administrative Coordinator

Location: Waltham, MA

Hybrid Schedule: 3 days onsite, 2 days remote

Duration: 12 months

Pay: $33.80 per hour

About the Role

We are seeking a Senior Administrator & Personal Assistant on a 12-month contractor assignment to support the Respiratory & Immunology (R&I) leadership team in a fast-paced, collaborative environment where creativity is encouraged, bold thinking is welcomed, and continuous improvement is part of our culture. You will play a critical role in enabling smooth day-to-day operations, ensuring seamless coordination across leaders, project teams, and global stakeholders. You will be empowered to operate independently while partnering effectively across functions.

Key Responsibilities

• PA support: Manage sophisticated and complex calendars for R&I leaders, prioritize conflicts, and coordinate multi-time-zone meetings; schedule leadership meetings, interviews, town halls, workshops, and special events; arrange domestic and international travel, manage detailed itineraries, and process expense reports in accordance with policy; serve as a trusted partner to leaders, handling sensitive information with discretion and professionalism.
• Meeting and event coordination: Organize on-site and virtual meetings, including room bookings, agendas, materials, and follow-ups; support visitor agendas and departmental engagement activities; partner with the R&I business support team to coordinate team events, including collaboration with global colleagues; work with the Head of Department to support team-building and engagement initiatives.
• Operations and logistics: Coordinate office logistics including badging, catering, supplies, and facilities requests; support local onboarding and offboarding needs when required; maintain department-specific distribution lists and shared communication channels; liaise with facilities, IT, security, and vendors as needed.
• Procurement and administrative operations: Support document preparation, slide decks, and formatting to ensure a consistent, professional appearance; maintain shared drives and SharePoint sites with strong version control and data management practices.

Requirements/Experience

• Minimum of 4 years’ experience in an administrative, PA, coordinator, or operations role supporting senior leaders or project teams.
• Experience working in a global or matrixed organization is beneficial.
• Proven ability to provide proactive, high-quality support with minimal day-to-day direction.
• Comfortable managing calendaring tools, room booking systems, and information management software.

Technical Skills

• Strong proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint).
• Experience with SharePoint Online, Concur, Coupa, and virtual meeting platforms preferred.

Core Competencies

• Exceptional organization, prioritization, and time management skills.
• Ability to interact confidently with executives and employees at all levels.
• Strong written and verbal communication skills.
• High level of discretion when handling confidential information.
• Resourceful, adaptable, and comfortable managing shifting priorities.
• Flexible and responsive to evolving business demands.