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The Fountain Group

Administrative Assistant Job at The Fountain Group in Cambridge

The Fountain Group, Cambridge, MA, United States, 02140

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We are seeking a highly organized and proactive Administrative Assistant to support senior leaders at a leading global biopharmaceutical company. The ideal candidate will demonstrate excellent calendar and travel management skills, strong attention to detail, and the ability to thrive in a fast-paced, hybrid work environment.

This role is critical in ensuring seamless day-to-day operations, effective time management for leadership, and strong collaboration across internal and external stakeholders.

Position Overview

The Administrative Assistant will be responsible for providing administrative support to senior leaders, including calendar management, travel coordination, and meeting logistics.

Key Responsibilities:

  • Calendar Management: Manage complex calendars with shifting priorities, including scheduling last-minute meetings.
  • Calendar Management: Coordinate meeting logistics, factoring in travel time between campus locations and across time zones (Boston & Zurich).
  • Calendar Management: Ensure all meeting invites include agendas, pre-reads, and relevant materials.
  • Calendar Management: Prepare face sheets for 1:1s and assemble travel agendas and documents as needed.
  • Calendar Management: Schedule both internal (cross-functional teams) and external (vendors, partners) meetings.
  • Cross-functional Coordination: Work closely with administrative teams across the organization to align on scheduling and key activities.
  • Cross-functional Coordination: Build a strong network within the admin community to resolve issues and enhance collaboration.
  • Travel & Expense Management: Coordinate travel arrangements, including flights, hotels, and ground transportation, with attention to meeting locations for efficient travel plans.
  • Travel & Expense Management: Submit accurate and timely expense reports using Concur.
  • Event & Meeting Logistics: Coordinate and order catering for on-site meetings and events.
  • Event & Meeting Logistics: Support planning and execution of meetings and virtual interactions based on leader and function priorities.
  • Data & Tools: Utilize tools such as SharePoint, MS Teams, and Excel to enter, format, and manage data effectively.
  • Data & Tools: Leverage digital tools and systems to drive efficiency in administrative processes.
  • Process Improvement: Proactively identify and lead improvements to workflows and administrative procedures.
  • Process Improvement: Participate in and support continuous improvement initiatives.

Qualifications:

  • 6+ years of experience in an administrative support role, preferably in a corporate or biotech/pharma setting.
  • Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, Teams) and familiarity with tools like Concur and SharePoint.
  • Excellent written and verbal communication skills.
  • Ability to manage multiple priorities and adapt quickly to changing circumstances.
  • High level of professionalism, discretion, and judgment.
  • Proven ability to work independently and as part of a collaborative team.

Equal Employment Opportunity: We are an equal opportunities employer and welcome applications from all qualified candidates.

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