Position: Administrative Assistant
Pay Rate: $30/hour
Duration: 6-month contract (with potential to extend)
Location: Hybrid – Must be based near one of the following: Cambridge, NYHQ, or PA
Note: On-site rotation schedule (e.g., 3 days on-site / 2 days remote) with potential flexibility. Occasional travel or floating between local sites may be required.
Job Description
We’re seeking a proactive and professional Administrative Assistant to join our team on a 6-month contract. In this role, you'll provide a full range of administrative support to a fast-paced, collaborative department in the pharmaceutical industry. This includes calendar management, travel coordination, document preparation, and acting as a point of contact both internally and externally.
Responsibilities:
- Answer and direct phone inquiries in a courteous and professional manner
- Greet visitors and respond to general information requests
- Use Microsoft Word, Excel, and PowerPoint to prepare documents, reports, and presentations
- Sort and distribute incoming mail, faxes, and courier deliveries
- Prepare and send outgoing mail and parcels
- Manage multiple Outlook calendars and schedule meetings
- Plan and coordinate recurring meetings, events, and staff sessions (recording action items as needed)
- Coordinate travel arrangements and prepare expense reports
- Maintain organized digital and physical files
- Provide project management and administrative assistance as needed
- Support team operations and serve as a backup to other administrative staff
- Order office supplies and maintain workroom efficiency
Required Skills & Experience
- Strong calendar management experience using Microsoft Outlook
- Proficient in Microsoft Office Suite: Word, Excel, PowerPoint, Outlook
- Familiarity with Microsoft Teams for meetings and collaboration
- Experience with PT&E (potentially Project Tracking & Expenses or similar systems)
- Customer service-oriented with previous CSR (Customer Service Representative) experience
- Ability to prioritize tasks and multitask effectively in a dynamic environment
- Agile and adaptable to change; quick on your feet
- Comfortable working in a team setting and supporting multiple stakeholders