Administrative Coordinator

4 weeks ago

Waltham, United States Massachusetts Life Sciences Center Full time
The Administrative Coordinator provides administrative support to two Massachusetts Life Sciences Center (MLSC) Vice Presidents (Marketing, Communications, & Community Relations/Economic Development & Partnerships). The position handles details of a highly confidential and critical nature. This person will schedule meetings on behalf of the supervisors and the department members, organize the meetings and collect and prepares information for use in discussions/meetings of staff and/or with external stakeholders or visitors to the MLSC office. This person will be asked to support presentation materials for meetings. The position is also responsible for expense reports.

The Administrative Coordinator makes high-level contacts and arranges meetings and events, inside and outside the organization. The MLSC is seeking a team member with high energy, exercising sound judgment within generally defined practices and policies in selecting methods and techniques for obtaining solutions.

Responsibilities

  • Administrative support to supervisors including word processing and preparation of documents, spreadsheets, presentations, and reports
  • Meeting and event coordination: complex calendaring and handling of special projects on behalf of all department members; maintain appointment calendars; schedule all appointments and meetings with other departments and external contacts. Ensure calendars are accurate and updated when changes occur. Reserve meeting space, arrange for audio/visual equipment, create, and publish agendas, track action items from senior management team meetings
  • Create, review, and submit expense reports on a timely basis
  • Plan, prepare, and organize logistic and administrative requirements for external engagements, company visits, and meetings
  • Coordinate projects between multiple stakeholders from various teams within the broader organization
  • Respond to a wide variety of requests for information and executive action. Analyze needs and problems while determining approach and priority
  • Understand and anticipate the needs of the team by thinking one step ahead to provide senior level support
  • Understand and follow financial protocols to support team budgets, purchase orders, and vendors to ensure timely payments and accurate tracking
  • Build rapport across the organization and communicate proactively and build strong relationships with the Executive Leadership Team and staff across the organization
  • Consistently strive to improve team processes, thinking critically and creatively about ways to make our departments the most impactful it can be through programs, initiatives & coordination
  • Other duties as assigned

Requirements

Education and Experience

  • Experience or equivalent to a two-year degree in communications, business administration, or related field of study
  • Some experience in executive administration a plus

Skills

  • Strong ability to multi-task and manage various projects at a time
  • Strong written, proofreading, and oral communication skills
  • Impeccable integrity, dependability, and a keen sense of urgency to achieve results
  • Excellent word processing, graphic presentation, and computer software skills with special

emphasis on calendaring, presentation, and spreadsheet capabilities.

  • Excellent communication and interpersonal skills with the ability to effectively communicate with

all levels of management.

  • High energy, creative, flexible, well organized, resourceful and detail oriented
  • Excellent judgment in handling confidential and sensitive information
  • Ability to work independently, set priorities and handle tasks with a high level of efficiency
  • Establish and maintain cooperative working relationships with others

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