Executive Administrative Assistant

A Global Biotech Pharma located in cambridge, MA is seeking an Executive Administrative Assistant to join their Team! Provide administrative support to ensure the efficient operation of the Global Communications team.

• Assist in coordinating both domestic and international travel arrangements. Create and submit travel expense reports in a timely manner in Concur.
• Assist in scheduling meetings, calls, and other appointments for the Vice President and their teams, which involve many different time zones.
• Assist in creating requisitions in Ariba, checking payments for vendors and consultants in the system, and communicating with them as needed.
• Assist in tracking budget forecasts using spreadsheets and preparing reports on budget status.
• Facilitate communication and information sharing among team members to enhance collaboration.
• Assist in coordinating events and meetings by reserving event spaces, meeting rooms and arranging catering needs.
• Assist in the onboarding process for new team members to ensure a smooth integration into the team culture.
• Maintain an organized and welcoming office for team members and guests.
• Serve as a liaison between different departments or teams to promote cross-functional collaboration and knowledge sharing.
• Utilize tools such as Microsoft Outlook, Word, Excel and PowerPoint for document preparation, editing, report creation, tracking and analysis.
• Interface and communicate with internal and external customers, directing people to the appropriate resources.
• Serve as the EA team's subject matter expert for AI-enabled productivity tools, including Microsoft Copilot and other approved digital productivity solutions, providing guidance on effective use cases, best practices, and emerging capabilities.
• Identify, pilot, and share AI-driven approaches that improve administrative efficiency, meeting management, communications, information management, and executive support workflows.

salary: $43 - $50 per hour shift: First work hours: 8 AM - 5 PM education: Associate

Responsibilities

The Executive Administrative Assistant plays a crucial role in supporting the Leadership Team within Global Communications and Governance (GC&G) organization in their day-to-day office activities. In addition to providing administrative assistance, the Executive Administrative Assistant also plays a key role in fostering and AI forward effectiveness culture and building relationships within the Global Communications teams. By helping to elevate the skill of other administrative positions effectiveness through AI tools and capabilities, this role becomes an anchor for the continued evolution of our skills.

Provide administrative support to ensure the efficient operation of the Global Communications team.

• Assist in coordinating both domestic and international travel arrangements. Create and submit travel expense reports in a timely manner in Concur.
• Assist in scheduling meetings, calls, and other appointments for the Vice President and their teams, which involve many different time zones.
• Assist in creating requisitions in Ariba, checking payments for vendors and consultants in the system, and communicating with them as needed.
• Assist in tracking budget forecasts using spreadsheets and preparing reports on budget status.

The essential functions of this role include:

• working in a smoke free environment

Skills

• calendar management
• Problem Solving
• Microsoft Office
• Ariba
• Travel and expense managment
• Quick learner/AI forward
• Handling Confidential Information
• Organization
• Prioritizing
• Multi-tasking

Qualifications

• Years of experience: 5 years
• Experience level: Experienced

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Equal Opportunity Employer: Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.

At Randstad, we welcome people of all abilities and want to ensure that our hiring and interview process meets the needs of all applicants. If you require a reasonable accommodation to make your application or interview experience a great one, please contact HRsupport@randstadusa.com.

Pay offered to a successful candidate will be based on several factors including the candidate's education, work experience, work location, specific job duties, certifications, etc. In addition, Randstad offers a comprehensive benefits package, including: medical, prescription, dental, vision, AD&D, and life insurance offerings, short-term disability, and a 401K plan (all benefits are based on eligibility).

This posting is open for thirty (30) days.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.