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Administrative Assistant

Location: Weston , Massachusetts
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Location: Weston, MA

Duration: 7+ Months

NOTE: 25-30 Hours per week?



Coordinates interview schedules and associated events in conjunction with business processes. Organizes back-up coverage for other administrative staff during absences, vacations etc. and identifies the need for additional support during periods of increased department workload. Trains new administrative staff and other employees as required on internal work processes and procedures. Acts as a resource to new employees as required. Acts a liaison for manager(s) with outside departments such as facilities, IT, HR, Public Affairs, etc. Completes workorders, IT request forms, new hire and BAM terminations, etc. Works with manager and Facilities to manage department space planning, including department/office/cube moves/changes. Manages subscriptions to journals, newspapers, etc. Orders reprints, articles, books, as requested by manager. Creates and maintains files and filing systems; orders office supplies as needed. Assists managers with Vendor & Service Agreements (e.g., PO Requests) for Accounts Payable processing. Assists with Confidentiality and Non-Disclosure Agreements as necessary. Attends training to remain up to date for changes with current and new processes; may attend training programs, courses, forums to ensure skills remain at desired level. Assists manager with projections and forecasts and updating budget tools. Provides monthly update and tracking reports to manager. HS degree with 7 years of administrative experience required. Familiarity with biotechnology & pharmaceutical industry preferred. Equivalent combination of education and experience considered. Associates or Bachelor’s degree preferred. Regularly manages phone calls, visitors and requests for manager, triaging to other personnel when appropriate. Drafts internal and external communications for review/approval. May communicate on sensitive issues. 

Estimated work hours per week 20-35

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