Executive Assistant/ Project Coordinator

Executive Assistant/Project Coordinator needed to work onsite 3 days per week in Bedford, MA working for a Sr VP.

Duties and Responsibilities:

This position reports to the Sr. VP Corporate Development and will provide executive full administrative support to the Sr. VP Strategy, VP Digital and Pharma Solutions, and other key members of the Innovation Office as well as partial support to the team members of the departments as needed.

The primary responsibilities for this position include:

Act as liaison between both Executives and personnel within and outside of the organization.

Manage calendars for the Executives, including proactively scheduling meetings, coordinating calendars and meeting logistics, and preparing meeting materials and presentations.

Create requisitions, purchase orders and set up of new vendors.

Coordinate invoice payment and follow up.

Assistance with the department budgeting.

Contract management and set up of NDA’s and CDA’s.

Set up monthly expense reports

Collect, prepare and disseminate information for use in meetings of the both Executives and internal/external partners.

Manage project-related paperwork by ensuing all necessary materials are current, properly filed and stored.

Develop relationships with high level contacts both inside and outside the company.

Coordinate domestic and international travel for both Executives).

Reserve conference rooms, enter visitors into the building system and order food for both Executives.

Prepare various communication and meeting materials, such as PowerPoint presentations.

Manage special projects and analysis as requested, including meeting setup, minutes, follow-up, reporting, etc.

Handle all matters related to both departments with high level of discretion and confidentiality.

Qualifications Required:

• Bachelor’s Degree highly preferred with 5+ years administrative experience supporting Senior level executives in the Pharmaceutical/Biotech industry or Finance/Investment industry.
• Ability to maintain the highest level of confidentiality and handle sensitive material with discretion and confidentiality.
• Ability to prioritize multiple tasks in a fast-paced, detail-oriented, and deadline-driven environment.
• A strong team player who is resourceful, highly organized, self-motivated, able to take initiative and problem solve independently.
• Outstanding oral, written and interpersonal skills.
• Exceptional attention to detail and willingness to take on additional responsibilities as required.
• Exceptional project management skills.
• Ability to interface well with all departments of the company and to represent the organization in a highly professional manner.

Technical Skills Required:

• In‑depth knowledge of general business operations and excellent communications skills are required.
• Knowledge of clinical vocabulary is preferred.
• Requires advanced SAP and MS Office skills (PowerPoint, Word, Excel); previous experience using email and calendar software.
• Requires expert computer skills, as well as formatting, proof-reading and document preparation skills.