Global Administration Assistant / Office and Facilities Coordinator

About Perceptive

Our mission is to shape the future of clinical research. With decades of experience and the brightest minds in the industry, we help the global biopharmaceutical industry bring new, advanced medical treatments to market, faster.

We seek to change the world, and with the support of our teams across the globe, we flourish together. At Perceptive, we are one team. We learn, grow and win together.

Are you ready to help change the world?

Apart from job satisfaction, we can offer you:

HEALTH:
- Medical, Dental and Vision benefits for you and your family, including Flexible Spending Accounts (FSA) and Health Savings Accounts (HSAs)

WEALTH:
401(k) program, life & accident insurance and disability insurance

About the role

As Global Administrator and Office Coordinator (Imaging) , you are responsible for providing professional, effective, proactive and timely administrative support to a Business Unit’s Site Leadership team. In this role, you will also provide comprehensive administrative, and facilities support to a local office, ensuring efficient operations, adherence to company policies, and a safe, effective, and employee-friendly working environment.

Key Responsibilities

Site Administrative Support

• Manages opening and distribution of office mail.
• Books global travel and accommodation for local site leadership where required, including multi-stop travel management over different time zones.
• Processes expenses and associated administration for local site leadership where required.
• Organizes and schedules meeting room bookings.
• Provides meeting support (minute-taking, action item follow-up) for leadership teams where required.
• Supports local event organization, catering, and logistics for the local site and wider business.
• Coordinates catering for internal/external meetings.
• Supports induction programs and onboarding activities for onsite new joiners.
• Orders basic stationery and office supplies.
• Support HR with onboarding and social committee tasks.

Facilities Coordination

• Oversees workspace safety and operations, ensuring compliance with brand and health & safety standards.
• Manages access control, vendor coordination and maintenance requests.
• Handles facility issues, supports audits, conducts H&S inductions, manages security systems, and serves as the Health & Safety representative.
• Responsible for fire safety, emergency response, HSE training, and maintaining records for safety, health, and ESG commitments.

Global Administration Support

• Actively manages and supports the Perceptive Global Admin and Travel inbox by responding to emails and assisting global travel requests.
• Ensures effective utilization of Perceptive resources to ensure correct adherence to policy.
• Collaborates with other global administration team members to support global activities.
• Manages centralized credit card expense claims, processing delegated expenses per policy.

Other

• Carries out any other reasonable duties as requested.

Functional Competencies (Technical knowledge/Skills)

• Excellent interpersonal, verbal, and written communication skills.
• Proven experience in all Microsoft Office packages.
• Demonstrates strong knowledge of facilities management functions preferred.
• Highly organized with the ability to prioritize workload and manage multiple conflicting deadlines with attention to detail and within agreed timelines.
• A flexible attitude with respect to work assignments and new learning.
• Ability to work methodically in a fast-paced, time-sensitive environment.
• Demonstrable ability to apply critical thinking and implement process improvements.
• Ability to operate collaboratively within a global team environment.
• Demonstrates a positive attitude with a solution-oriented approach.
• Demonstrates initiative and self-confidence, is adaptable and can cope with changing and evolving priorities.
• A self-starter and able to work under own initiative.

Experience, Education, and Certifications

• Solid professional experience in same or similar role.
• IOSH Working Safely, or VDU/DSE assessment desirable.
• Experience of applying knowledge surrounding health and safety and fire regulations in office environment.
• Driving license and access to a vehicle preferred.
• High School Diploma or equivalent; additional qualifications in facilities management.
• English: Fluent

This role is based in the Perceptive office/clinic located in Burlington, MA. The annual base salary range for this role is $46,517-$86,389. This range represents the anticipated initial annual salary and may vary depending on several factors including the candidate’s experience and skills and may be subject to market rate adjustment.

Come as you are.
We're proud to be an Equal Employment Opportunity employer. We do not discriminate based upon race, religion, colour, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.