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Administration Coordinator

Waltham, MA 02451

Posted: 02/02/2023 Employment Type: Contract Job Category: Administrative Job Number: 539957 Is job remote?: No Country: United States

Job Description

Target Pay Rate: 25-30/hr **salary will be commensurate with experience 

Job Summary:

As the Administrative Coordinator, you will provide support to the Early Oncology Tumor Targeted Delivery (TTD) Leadership Team and their senior staff as well as coordinate projects. This includes exercising judgment in determining priorities related to handling calendars, meeting and travel schedules, routine reporting, projects and correspondence. As the Administrative Coordinator, this position will primarily support U.S. members based at our Waltham MA campus but will also be responsible for global TTD departmental level core activities/projects as determined by the TTD LT and provide assistance to other TTD Administrative Coordinators. These will include tasks such as tracking of projects, budgets, timelines, and metrics, generating reports and correspondence as assigned.

Responsibilities/Duties Include:
  • Be a subject matter expert in departmental/AZ procurement processes & systems and provide support, advice, and be the trouble-shooting point contact for the LT as needed.
  • Create summary procurement reports if needed and provide to the TTD LT.
  • For the TTD senior leaders lead sophisticated calendars to schedule meetings, conference calls, videoconferences and special events; prioritize calendar conflicts
  • Handle telephone calls, mail disposition, multi-location domestic and international travel arrangements as well as live and virtual meetings/conferences
  • 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.
  • Effectively coordinate and collaborate with other Administrative Assistants within cross-functional and cross-organizational meetings / events / processes, including across multiple international time zones.
  • Establish and maintain a robust professional network across administrative teams in the US, London, and Cambridge to facilitate effective working
  • Track and support assigned internal projects and processes, such as tracking for LT meetings Action Items, recruitment, tracking, and employee recognition program; generate reports from various internal systems under tight time constraints.
  • Track FTE hiring / departure, temp hiring / departure against approved budget targets
  • Manage team website to update content on a regular basis
  • Produce accurate and properly formatted documents using Microsoft Office (Word, Excel, PowerPoint)
  • Schedule candidate interview, and handle onboarding procedures for new hires
  • Coordinate department trainings, offsite events for leadership teams, and all hands meetings
  • Effectively lead special projects and other duties as assigned

As a member of the administrative support community, this role is responsible for providing back-up support and other assistance to other administrative staff, including training, and for supplying actively to the on-going development and implementation practices.

Essential Requirements:
  • H.S. diploma required; college degree preferred.
  • 5+ years of administrative support experience.
  • Proficiency in Microsoft Word, Excel, PowerPoint, Outlook and Sharepoint required.
  • Ability to prioritize time critical assignments
  • Excellent team working, networking and influencing skills
  • Prior experience supporting multiple functional leaders

Desirable Requirements:
  • Relevant training, multitasking, certifications in software, and/or time management
  • Strong written and verbal communication skills
  • Competency with meeting logistics and virtual technologies (e.g., MS Teams, Zoom, etc.)
  • Ability to work autonomously
  • Efficient in supporting staff with software updates
  • Strong time-management skills
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