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Administrative Assistant (2)

Boston, MA 02115

Posted: 02/20/2024 Employment Type: Contract To Hire Job Category: Administrative Job Number: 613024 Country: United States Is job remote?: No

Job Description


Administrative Specialist

RESPONSIBILITIES:
  • Responsible for light typing, basic document preparation, data entry, and may handle mass mailing projects.
  • Responsible for scheduling meetings for individuals supported, including conference room scheduling. May be responsible for very limited patient appointment scheduling/reconciliation.
  • Coordinates travel arrangements for individuals supported, as well as laboratory personnel, postdoctoral candidates and visiting speakers. 
  • May assist with the onboarding and training of new staff members. Where applicable, assists in obtaining keys, lockers, lab coats and notebooks.
  • Responsible for ordering of supplies and ensures equipment is maintained
  • Answers phones and directs calls to appropriate parties.
  • Responsible for general office duties such as copying, filing, faxing, sorting mail, greeting visitors and maintaining the cleanliness of office area. 
  • May be asked to cover for other administrative support staff during absences.
  • Perform duties related to other special projects as required.
  • Responsible for the planning and preparation of conferences/retreats, which includes booking the venue, coordination of speakers, arranging for audiovisual equipment and ordering of food services and may be involved in fundraising activities for the event. As part of event planning responsibilities, the maintenance of Continual Medical Education (CME) information renewals and awareness of conflicts of interest is required. May also be responsible for coordinating departmental group meetings.
  • Prepares general correspondence, letters of recommendations, creates Excel spreadsheets, revises existing PowerPoint presentations and maintains biosketches and CVs.
  • Assists with grant applications and manuscript preparation (including proofreading and editing). 
  • May be responsible for academic and hospital appointment processes, and the maintenance of licenses, credentialing and certifications. 
  • May be responsible for the recruitment support of candidates, and coordination performance review evaluations for staff and faculty.
  • Prepares monthly expense reports, performs P-Card reconciliations, processes requests for vendor payments and creates invoices.
  • May be asked to be a representative in committees, cross-department responsibilities and/or task forces.
  • May be responsible for website maintenance as needed.
  • May coordinate moves, meetings assignments, equipment upkeep and timekeeping oversight

QUALIFICATIONS:
  • Bachelor's degree preferred
  • Experience working in a medical or scientific research setting or comparable technology-oriented business environment is preferred.
  • Excellent written and oral communication skills.
  • Knowledgeable of computer applications including Microsoft Office (Outlook and Excel). 
  • Strong customer service skills and can interact professionally with peers, leadership and external contacts.
  • Can maintain confidentiality and pay attention to detail.
  • Organized, can prioritize and follow-through. 

The staffing industry has seen an increase in people falsely representing themselves as recruiters to gather personal information from job seekers. For your safety, do not provide sensitive data to anyone you have not spoken with thoroughly, never provide banking information during the application process and always double check the email address of the Recruiter to ensure it’s from an official Planet domain (@theplanetgroup.com, @theplanetforward.com, @planet-technology.com, @planet-pro.com, @planetinteractive.com, @pfes.com, @launchcg.com, @planet-pharma.com, @planet-healthcare.com) - and not a domain with an alternative extension like .net, .org or .jobs.

The Planet Group and our companies are equal opportunity employers. It is our practice not to discriminate against any employee or applicant based on any criteria, condition or basis protected by laws or regulations in the locations where we do business. All qualified applicants are encouraged to apply. We celebrate diversity and are committed to providing an environment of mutual respect. We believe that diversity, equity and inclusion enable us to better meet our mission and values while serving our clients across the globe. If you have a disability or handicap and would like us to accommodate you in any reasonable way, please inform your recruiter, or contact us, so that we can discuss the appropriate alternatives available.

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About Boston, MA

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