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Sr. Administrative Assistant

Westborough, MA 01581

Posted: 11/16/2023 Employment Type: Contract Job Category: Administrative Job Number: 578411 Country: United States Is job remote?: No

Job Description


Sr. Administrative Assistant
3-month contract
Location: Westborough, MA

Must Haves:
  • College degree or equivalent experience and knowledge
  • Minimum three years of administrative experience, ideally in an international company
  • Proficient in Word, Excel, PowerPoint, and Outlook (Office 365).
Preferred:
  • International company experience
  • AS in Business or Administrative field preferred

Job Description:

Performs a variety of administrative duties to ensure that senior leaders are free to focus on business concerns and issues. Screen incoming meeting requests, types and composes correspondence, compiles and prepares various business documents and reports, tracks budgetary expenses, makes travel arrangements, files expense reports, organizes and schedules meetings and maintains master calendar for reports to CEC, EES, COO, ExCom, and DH meetings. Prepares management presentations. Maintains effective administrative control over various departmental activities procedures or programs. Coordinates and assists on the interviewing, hiring, and onboarding process of new positions.

Responsibilities:
  • Composes routine correspondence ensuring accurate grammar, spelling, and business formats. Sends correspondence to designated addressees. Maintains correspondence files through associated Teams and SharePoint sites.
  • Makes travel arrangements for VP, Medical Global PMO and VP, Strategy & Portfolio Management, which involves working with Corporate Travel Department to arrange transportation and lodging as well as tracking and submitting expense reports. Prepares and distributes travel itineraries. Arranges dining or other events for internal meetings as requested. Reviews and logs travel and entertainment forms. Tracks departmental budget expenditures. Analyzes data to record and report on budget variances.
  • Organizes and schedules on-site or off-site meetings. Ensures that facilities are adequate. Arranges for food and beverages. Maintains a calendar of itineraries and schedules and coordinates business meetings and conference calls. This includes coordinating availability and functionality of equipment and systems with the support of local and global IT.
  • Manages expense reports (i.e., prepares, submits, and tracks payment) for VP, Medical Global PMO and VP, Strategy & Portfolio Management § Monitors and maintains adequate quantities of office supplies for the staff. Prepares purchase requisitions when inventory levels are low. Selects office products and equipment from vendor catalogues or approved lists of standard office supplies. Monitors invoices to ensure billing charges are appropriate assigns the general ledger accounting code and submits the bills for signature.
  • Organizes and maintains departmental records, confidential personnel files, and weekly business reports. Maintains logs and other records to track various departmental operations including communications to ensure personnel attendance and PTO records are being kept through client systems (e.g., ADP).
  • Coordinates and schedules department meetings (i.e., bi-weekly/monthly staff meetings, quarterly business reviews, etc.) § Participates in and takes notes and summarizes related action plans during bi-weekly staff meetings. Drafts and delivers pre-meeting agendas.
  • Assists in creation of management presentations using Microsoft Office (PowerPoint) as needed/requested § Coordinates various departmental activities policies or programs to maintain effective administrative control, which involves maintaining records and logs communicating with various internal and external people. Notifies management of any problems that may arise.
  • Assists in gathering documentation relating to HCP Consulting engagements. Includes processing of Purchase Orders and approvals through DocuSign § Coordinates and assists on the hiring and onboarding process of new positions. This includes setting interviews for candidates. For new hires, ordering equipment (e.g., mobile, computer, etc.) and SW requirements per associated role profiles.
Qualifications/Skills:
  • AS in Business or Administrative field preferred or equivalent experience and knowledge.
  • Minimum three years of administrative experience, ideally in an international company
  • Strong written and verbal communication skills
  • Understanding of the principles of customer service
  • Proficient in Word, Excel, PowerPoint, and Outlook (Office 365). · Detail-oriented with strong planning, organizational and time-management skills
  • Must be able to demonstrate agility and multi-task in a very fast-paced environment with shifting priorities
  • Customer focus with the ability and desire to help the department and our customers problem solve
  • Excellent organizational skills
  • Strong technical aptitude including the ability to create and maintain PowerPoint presentations, Word & Excel files; familiarity with Microsoft SharePoint preferred
  • Superior and concise communication skills both written and oral
  • Strong Interpersonal Skills & desire to collaborate in a team environment

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 Westborough, MA

Are you ready to take the next step in your career? Explore our job opportunities in and around Westborough, Massachusetts, and unlock a world of possibilities! Situated in the heart of New England, Westborough offers a perfect blend of historical charm and modern conveniences. From the vibrant arts scene at the Arts Center to the lush trails of the Mass Central Rail Trail, this area boasts endless opportunities for personal and professional growth. Indulge in delicious lobsters at quaint seafood shacks, catch a performance at the famed Hanover Theatre, or cheer on the beloved New England Patriots at Gillette Stadium. Join us in Westborough and make your mark in a community that values innovation, culture, and quality of life.
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