USA-Administrative Assistant III (Administrative) Job at Mindlance in Cambridge

Title: Executive Assistant

Position Type: Fully Onsite; Hybrid feasible

Responsibilities:

1. Support the head of Management Office within the Neuro and Ophtha Development TA, including managing calendars, scheduling meetings, calls, and appointments, and resolving conflicts.
2. Coordinate and facilitate on-site and off-site meetings with internal and external stakeholders. Manage SharePoint/Teams for information organization and accessibility.
3. Manage distribution lists and coordinate travel arrangements, liaising with the travel department.
4. Collaborate with contract coordinators, other administrative assistants, BPCs, and business partners to facilitate requests.
5. Prepare expense reports ensuring compliance and proper documentation.
6. Manage Neuro TA meeting schedules, send reminders, and upload presentations to SharePoint.
7. Support recruitment activities such as scheduling interviews and onboarding/offboarding processes.
8. Conduct ad hoc initiatives, maintaining confidentiality and compliance with all rules and regulations.
9. Ensure smooth daily operations, providing a positive presence and timely communication via email and phone.
10. Handle administrative aspects of invited seminar speakers, including scheduling, travel arrangements, and contract processing.
11. Foster respectful relationships with colleagues, sharing best practices.

Experience & Skills:

• Prior experience in a science-related field (neurology, biopharma/biotech preferred).
• Strong proactiveness, prioritization, multitasking, and ability to work independently and collaboratively.
• Discretion, tact, and confidentiality handling.
• Ability to work across multiple time zones.
• Excellent verbal and written communication skills.
• Knowledge of office management systems and procedures; familiarity with intranet tools like Concur, Ebuy, Catalyst, Workday (preferred).

Qualifications:

• Bachelor’s Degree required.
• Bilingual skills are a plus.

EEO Statement: Mindlance is an Equal Opportunity Employer and does not discriminate based on minority, gender, disability, religion, LGBTQI, age, or veteran status.

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