Administrative Coordinator
Massachusetts Life Sciences Center
- Waltham, MA
- Permanent
- Full-time
- Administrative support to supervisors including word processing and preparation of documents, spreadsheets, presentations, and reports.
- Meeting and event coordination: complex calendaring and handling of special projects on behalf of all department members; maintain appointment calendars; schedule all appointments and meetings with other departments and external contacts. Ensure calendars are accurate and updated when changes occur. Reserve meeting space, arrange for audio/visual equipment, create, and publish agendas, track action items from senior management team meetings.
- Create, review, and submit expense reports on a timely basis.
- Plan, prepare, and organize logistic and administrative requirements for external engagements, company visits, and meetings.
- Coordinate projects between multiple stakeholders from various teams within the broader organization.
- Respond to a wide variety of requests for information and executive action. Analyze needs and problems while determining approach and priority.
- Understand and anticipate the needs of the team by thinking one step ahead to provide senior level support.
- Understand and follow financial protocols to support team budgets, purchase orders, and vendors to ensure timely payments and accurate tracking.
- Build rapport across the organization and communicate proactively and build strong relationships with the Executive Leadership Team and staff across the organization.
- Consistently strive to improve team processes, thinking critically and creatively about ways to make our departments the most impactful it can be through programs, initiatives & coordination.
- Other duties as assigned.
- Experience or equivalent to a two-year degree in communications, business administration, or related field of study.
- Some experience in executive administration a plus.
- Strong ability to multi-task and manage various projects at a time.
- Strong written, proofreading, and oral communication skills.
- Impeccable integrity, dependability, and a keen sense of urgency to achieve results.
- Excellent word processing, graphic presentation, and computer software skills with special
- Excellent communication and interpersonal skills with the ability to effectively communicate with
- High energy, creative, flexible, well organized, resourceful and detail oriented.
- Excellent judgment in handling confidential and sensitive information.
- Ability to work independently, set priorities and handle tasks with a high level of efficiency.
- Establish and maintain cooperative working relationships with others.