Personal Assistant, Early ID

Personal Assistant, Early ID

Location: Gaithersburg/Kendall Square

Main Duties and Responsibilities:

As a Business Support Coordinator, you will provide support to Early Infectious Disease leaders. This includes exercising judgment in determining priorities related to handling calendars, meeting and travel schedules, routine reporting, projects and correspondence. This position may also provide assistance to members of the Infectious Disease Therapies unit including recruitment and onboarding of new staff, tracking of projects, budgets, timelines, and metrics, generating reports and correspondence as assigned as well as support for project governance activities.

Responsibilities/Duties:

· Manage complex calendars for our Early Infectious Disease VP to schedule meetings, interviews, conference calls, video conferences and special events; prioritize calendar conflicts

· Handle multi-location domestic and international travel arrangements as well as live and virtual meetings/conferences

· Lead departmental seminars and external subject matter visits and seminars

· File expense reports and supply orders with accuracy and efficiency for team members, including follow-through to ensure that appropriate and timely actions are taken

· Track and support assigned internal projects and processes, such as employee recognition program and recruitment tracking; generate reports from various internal systems under tight time constraints

· Track FTE hiring / departure, temp hiring / departure against approved budget targets

· Manage team meeting logistics (e.g. team calendars, scheduling, room bookings, logistics, slide sharing etc.)

· Produce accurate and properly formatted documents using Microsoft Office (Word, Excel, PowerPoint)

· Provide support and administration to cross-functional teams

· Lead and coordinate logistics relating to face-to-face/virtual meetings

· Manage information (e.g. SharePoint management, storing of documents, presentations etc.) according to best practices as defined by specific teams

· Create and maintain department distribution lists and organizational charts

· Support and contribute to creating a high performing team, facilitating good cross-team collaboration

· Manage team website to update content on a regular basis

· Manage & track PO submissions

· Effectively lead special projects and other duties as assigned

Essential Requirements

· High School Diploma or GED required, Bachelor’s Degree preferred

· 5+ years of experience in a senior administrative role supporting complex projects

· Prior experience supporting multiple functional leaders

Desirable Requirements

· Experience managing executive calendars, travel, and teams

· Relevant training, multitasking, certifications in software, and/or time management

· Proficiency in Microsoft Office Suite including Microsoft Teams and SharePoint

· Strong written and verbal communication skills

· Ability to interact confidently with executives and employees at all levels

· Ability to prioritize time critical assignments

· Experience working in a fast-paced global environment balancing competing priorities

· Experience providing high quality, professional support service, working proactively and independently without day to day direction.

· Ability to format documents for consistent, professional appearance and experience handling sensitive information in a confidential and discrete manner.

· Excellent organization skills and the ability to manage multiple projects or tasks simultaneously and efficiently, identifying high priority and urgent tasks for immediate action so that all activities are completed accurately and on time

· Demonstrate flexibility and adaptability to meet changing business demands.

· Demonstrated proficiency with a variety of virtual meeting technologies, information management software, and Microsoft products

The annual base pay for this position ranges from $69,700.00 to $ 104,550.00. Our positions offer eligibility for various incentives—an opportunity to receive short-term incentive bonuses, equity-based awards for salaried roles and commissions for sales roles. Benefits offered include qualified retirement programs, paid time off (i.e., vacation, holiday, and leaves), as well as health, dental, and vision coverage in accordance with the terms of the applicable plans.

Date Posted

Closing Date