SPECTRAFORCE · 2 hours ago
Executive Administrative Assistant
Cambridge, MA
Contract
Hybrid
Senior Level
$35/hr - $38/hr
7+ years expSPECTRAFOR is an organization that provides a vast array of opportunities for individuals looking to flourish and develop their careers. The Executive Administrative Assistant will support the Ventures team and direct reports, primarily assisting the VP and other leaders with a variety of administrative tasks.
ConsultingCRMInformation TechnologyLegal
Responsibilities
Provides general administrative support. May provide back-up support to higher-level management as needed
Effectively monitors manager and team calendars, proactively solves conflicts
Research solutions and respond to email and phone inquiries with input from the direct supervisor
Responsible for compliance with applicable Corporate and Divisional Policies and procedures. Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable)
Help develop and maintain process improvement and knowledge management processes; actively participate in self- and team audits and works with team to implement improvements
Coordinates and interacts between internal and external stakeholders, including high-level executives, and respects confidential and business-sensitive information in all interactions. Supports tracking of budget expenditures
Drafting and maintaining reports of the Ventures team’s activities to be shared with cross-functional stakeholders
Ensures team and cross-functional awareness of upcoming priority events and meetings
Coordinates and maintains departmental files as assigned in compliance with corporate and government regulations. Orders business cards and stationery
Uses and understands Microsoft Office Suite, and other business-specific software, including the Corporate Travel Web site, and employee performance management systems (as applicable)
Coordinates new employee office set-ups and onboarding
Supports event planning and organization of meetings and receptions involving the team, including logistics, invitations, and execution, as needed. May train/coordinate work for new administrative assistants
Operates with general instruction and some supervision
Safeguard’s our organization confidential information
Onsite presence, greeting executives, calendar management, catering, event planning, office management, travel-domestic and international, expense reporting. Front desk/reception presence, office management (drinks, snacks, supplies, point-of-contact for facilities, etc.), calendaring and T&E for VP and team, event planning/management/catering (internal and external), Board calendar management, etc
Qualification
Required
Some college preferred
Some leadership or supervisory experience desired
Experience working in a pharmaceutical company or CRO strongly preferred
7+ years of previous admin experience supporting executives would be ideal
Must have Intermediate to advance knowledge of Microsoft Office Suite, Concur, SharePoint, Visio or OrgPlus, and understanding of business processes and requirements
“Make it happen” spirit & attitude as well as persistence
Adaptive learner that grasps information quickly and adapts to changes that may happen daily
Company
SPECTRAFORCE
Welcome to SPECTRAFORCE, your gateway to NEWJOBPHORIA™! Established in 2004, SPECTRAFORCE is now one of the largest and fastest growing U.S.
1001-5000 employees
H1B Sponsorship
SPECTRAFORCE has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (3)
2024 (6)
2023 (1)
2022 (6)
2021 (8)
2020 (7)
Funding
Current Stage
Late StageCompany data provided by crunchbase