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Administrative Assistant

Brookline, MA 02445

Posted: 08/12/2024 Employment Type: Contract Job Category: Administrative Job Number: 621434 Country: United States Is job remote?: Yes

Job Description


The Administrative Assistant provides administrative support for the VP, Philanthropy Marketing & Communications and the Assistant VP (AVP) of Philanthropy Communications and collaborates and assists with the Philanthropy Marketing & Communications (PM&C) team. Responsible for assisting the entire Division with reaching financial goals.

We are currently undertaking an ambitious fundraising effort to change the future of cancer research and care. This multibillion-dollar campaign is the largest in the Institute’s history and one of the largest ever in the U.S. focused solely on cancer. 

PRIMARY RESPONSIBILITIES:
  • Support VP and AVP by managing all administrative functions including calendar management, virtual and in-person meeting & conference room scheduling, travel, agendas, meeting minutes, Procedures Manual, vendor and donor correspondence, scanning and fax distribution, phone coverage, filing, etc.
  • Help to prioritize meetings, schedules & projects.
  • Work closely with PM&C staff and Fiscal team to create Purchase Orders, maintain P-card processing, billing and invoicing.
  • Produce administrative reports using Word, Excel and PowerPoint and other Microsoft tools like Sharepoint & Teams.
  • Assist Philanthropy Marketing & Communications team members with projects as time allows, and with permission of VP.
  • Maintain team calendar.
  • Develop a working knowledge of resource software, including Clearview, PeopleSoft, Quick Base, and other software.
  • Coordinate all MasterCard (P-Card) reconciliations and purchase order (PO) requisitions, as well as maintaining a working knowledge of team budget and upcoming expenses.
  • Purchase all team-related resources and office supplies
  • Coordinate Philanthropy Marketing & Communications team meetings and yearly planning meetings.
  • Coordinate awards submissions and conference attendance.
  • Provide back-up support for the front desk as requested, in support of the entire team.
  • Other duties as necessary.

MINIMUM JOB QUALIFICATIONS:
High School Diploma or equivalent required. Associate/Bachelor’s degree preferred. 1 year of administrative experience required.

KNOWLEDGE & SKILLS REQUIRED:
Superior organizational skills and ability to manage a variety of projects are key. Directed, self-starting, and positive attitude are essential, with the ability to work independently as well as part of a team with a variety of personalities. Competency in Microsoft Office Suite products is absolutely necessary and project management experience is a plus.

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 Brookline, MA

Ready to take the next step in your career? Explore job opportunities in the vibrant area surrounding Brookline, Massachusetts! Nestled just west of Boston, Brookline offers a perfect blend of urban convenience and small-town charm. With renowned landmarks like the historic Coolidge Corner Theatre, the lush and sprawling Larz Anderson Park, and a diverse culinary scene offering everything from gourmet dining to beloved local eateries, Brookline is a hub of cultural richness and professional growth. Immerse yourself in the local art scene at places like the Galatea Fine Art gallery, catch a game at Fenway Park cheering for the Red Sox, or enjoy the serenity of the beautiful Frederick Law Olmsted-designed Emerald Necklace parks. Join us in discovering the endless opportunities and unforgettable experiences that Brookline, MA, has to offer!
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