Executive Assistant

1 month ago

cambridge, United States LanceSoft, Inc. Full time

Title: Executive Assistant.

Location: One Main Street, 7th Floor Cambridge, MA, 02142.

Contract Duration: 5+ months.

Pay Rate: $35.00/ Hr to $40.00/ Hr on W2.


Description:

  • As Executive Assistant, you will provide a high quality, comprehensive, accurate and timely administrative service to 3 VPs of a function/division, with responsibility for all administrative and logistical functions and ensuring a professional interface, seamless communication and optimal coordination of activities on their behalf.
  • Travel: Using company-approved travel vendors, arrange domestic and international travel for team members, including flights, trains, ground transport, hotels.
  • Prepare relevant documentation and itinerary packages to traveling staff in a timely manner prior to their departure. Coordinate real-time travel ?issues as they arise.
  • Preparing, submitting and tracking expense reports for SVP, and SVP direct reports, as necessary.
  • Creating commitment requests and PO’s, executing goods receipts for work performed/completed, and processing invoices in K2.
  • Uploading fully executed agreements/ contracts.
  • Maintaining calendars of designated team members as required: Responsible for meticulous calendar management, including planning meetings, coordinating recurring event and communicating with multiple parties to schedule large scale internal/external meetings.
  • Organizing conference registrations & membership renewals for professional organizations.
  • Providing fluid support across both corporate and personal calendars including travel and appointments.
  • Coordinating small and large meetings and events, both on and off-site, in collaboration with Administrative staff from other locations, both domestic and international, as appropriate
  • Preparing and managing documents; drafting, editing and proofing various types of documents, including agreements, memos, correspondence and presentation materials (e.g., PowerPoint presentations).
  • Follow-up actionable items arise from meetings e.g. producing minutes and ensuring timely distribution of relevant documents.
  • Performing additional duties and assigned projects to achieve overall business objectives.
  • High School Diploma or equivalent is required; B.A./B.S. or equivalent is preferred.
  • Prior experience as an Executive Assistant to high level executive.
  • Proven experience as an Executive Assistant within a similar industry sector, e.g. pharmaceutical or international business.
  • Prior experience working with remote, international teams in a globally matrixed organization.
  • Demonstrated experience managing multiple and complex international travel arrangements while planning all aspects of complex meetings, on and off-site.
  • Background of working in an international business functional area is preferred.
  • Languages: English.
  • Proficiency in Microsoft Office (Word, Outlook, Excel, and PowerPoint).
  • Knowledge of teleconference equipment (Microsoft Teams) or other related software.
  • A strong attention to detail, excellent and direct communication skills, strong interpersonal skills, and cross-cultural understanding and sensitivity.
  • Demonstrated experience managing multiple and complex travel arrangements while planning all aspects of complex meetings, on and off-site.
  • Experience with Concur is preferred.
  • Ability to see the big picture, while keeping an eye on the detail.
  • Availity to represent the company and the site VP in a highly professional manger.
  • Ability to take initiative with a positive attitude in all circumstances.
  • Flexible; independent problem solving and self-direction.

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