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Administrative Coordinator

4 months ago

Boston, United States Digital Science Full time
Job DescriptionJob DescriptionDescriptionAbout us
We are Digital Science and we are advancing the research ecosystem. We are a pioneering technology company, and our vision is of a future where a trusted and collaborative research ecosystem drives progress for all. We believe in better, open, collaborative and inclusive research. In creating the next generation of tools and working in partnership with the community we tackle some of the biggest challenges to research. In order to achieve our vision, we need innovative, inspiring and dynamic people to join our team. Want to join us?

Your new role

We are seeking an enthusiastic, highly organized and reliable Administrative Coordinator to support our Chief Commercial Officer (CCO), Chief Operations Officer (COO) and Chief Financial Officer (CFO). The ideal candidate is a keen learner, eager to grow and provide essential support that ensures the executive team operates efficiently and utilizes their time effectively. You are ready to take on administrative tasks and progressively engage more deeply in projects and daily operations. You should possess excellent problem-solving skills, be a strong communicator, and demonstrate the ability to manage multiple tasks efficiently and effectively. This role is perfect for someone who thrives in a fast-paced environment and is looking to support senior leadership. 
This role can be based remotely, but requires going into the office in Cambridge, MA at least twice a week to collect mail.
What you’ll be doing
  • Manage and coordinate calendars.
  • Arrange travel plans and assist with preparing and submitting expense reports.
  • Manage office correspondence.
  • Assist with specific projects, including 
    • Internal and external outreach to gather necessary information or to do follow ups on specific topics / projects.
    • Data cleanup 
    • Enhance, create and/or format Documents (Google Docs, Google Slides, etc.). Contribute to content development when possible.
    • Meeting notes
    • Organize and schedule training sessions for staff
  • Work with our London based Executive Assistant and support with arranging and managing internal and external meetings and offsite events as needed.

What you’ll bring to the roleKey Skills
  • Reliability: Dependable in all duties, consistently meeting expectations and deadlines.
  • Friendliness and Enthusiasm: Approaches all interactions with a positive, friendly attitude, and demonstrates genuine enthusiasm for supporting team success.
  • Time Management: Ability to prioritize tasks and manage multiple deadlines effectively.
  • Organizational Skills: Strong capabilities in organizing schedules, events, and documentation with precision.
  • Communication Skills: Proficient in both written and verbal communication, capable of handling correspondence and interacting with staff and external partners at all levels.
  • Problem-Solving Abilities: Quick thinker who can handle unexpected situations and come up with effective solutions promptly.
  • Attention to Detail: Must ensure that all aspects of daily activities are handled with accuracy and minimal errors.
  • Technological Proficiency: Skilled in using Google Workspace, along with the ability to adapt to new tools.
  • Discretion and Confidentiality: As you will be working closely with senior executives, maintaining privacy and confidentiality is crucial.
  • Adaptability and Flexibility: Ability to switch between different tasks and adapt to changing schedules and priorities.
  • Initiative and Proactiveness: Willingness to take on responsibilities and anticipate needs without waiting for directions. Work independently, knowing when to ask for support
  • Interpersonal Skills: Excellent at building and maintaining relationships and capable of effectively navigating workplace dynamics.
  • Work under pressure: Inspire trust and confidence and work calmly under pressure.
Qualifications
  • Degree in Business Administration or a related field, or equivalent practical experience.
  • Proficiency in Google Workspace and Microsoft Office. Proficiency in technology.
  • Previous experience in administrative roles, project management, or a similar field is preferred but not mandatory.
  • Both recent graduates, but also re-entering professionals, including mothers returning to the workforce, are highly encouraged to apply. We value diverse experiences and perspectives, recognizing the unique skills developed through career breaks, such as multitasking, leadership, and crisis management.

Living our ValuesWe invest in, nurture and support innovative businesses and technologies that make all parts of the research process more open, efficient and effective. 
The talent we secure is fundamental to us achieving our vision and our growth plans. The values we live by are:
We are brave in the pursuit of betterWe are collaborative and inclusiveWe are always open-mindedWe are from and for the community 

We're an equal opportunity employer. All applicants will be considered for employment without attention to race, colour, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status

Additional Information

Please note that, in light of vaccination mandates for US Government contractors, Digital Science requires that all US-based employees are fully vaccinated against COVID-19, subject to approved accommodations.