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Our client, a pharmaceutical company located in Bedford, MA is seeking a detail-oriented, proactive, and highly organized Temporary Executive Assistant to join their team for the next 12 months. This role requires extensive calendar management, coordination of meetings, and the ability to prioritize tasks efficiently in a fast-paced environment. You will work closely with the executive team and internal stakeholders, managing schedules, meetings, travel, and other administrative functions. This role is compensating $42/hour and will be 3-4 days a week onsite in the Bedford office and 1-2 days a week from home.
Key Responsibilities/Essential Functions:
- Calendar Management: Efficiently manage the CIO’s calendar by scheduling appointments, coordinating virtual and in-person meetings, and proactively resolving scheduling conflicts. Prioritize meetings based on urgency and importance.
- Meeting Coordination: Organize onsite and offsite meetings, including preparation of agendas, distribution of pre-read materials, and tracking of follow-up action items. Ensure meeting logistics are well-coordinated.
- Event Planning: Plan and coordinate offsite team-building events, education opportunities, and Board of Directors meetings, ensuring all logistics (location, catering, transportation) are arranged within budget.
- Travel & Expenses: Schedule travel arrangements in compliance with company policy. Prepare and submit expense reports on behalf of the CIO and team.
- Document Preparation: Prepare, review, and edit communication materials, such as PowerPoint presentations and memos. Handle confidential information with discretion and professionalism.
- Administrative Support: Provide general office support, including managing incoming and outgoing mail, filing, copying, and ordering office supplies. Provide backup support to other administrative colleagues when needed.
- Project Management: Lead small projects from initiation to completion as requested, and support other special projects and analysis as needed.
- Stakeholder Liaison: Serve as a point of contact for internal and external stakeholders, including clients, vendors, and employees.
Basic Qualifications:
- Ability to handle highly sensitive and confidential information with professionalism and discretion.
- Exceptional organization and time management skills with keen attention to detail.
- Strong communication and interpersonal skills.
- Advanced proficiency in MS Office (PowerPoint, Word, Excel) and calendar/email software (Outlook). Knowledge of Concur and SAP is a plus.
- Ability to work independently, manage multiple tasks, and adapt to a fast-paced environment.
- Resourceful, self-motivated, and able to problem-solve independently.
Professional Experience and Other Requirements:
- Proven experience as an Executive Assistant or in a similar administrative role, supporting C-level executives.
- Strong team player with a high level of initiative and resourcefulness.
- Ability to maintain a positive, professional demeanor while managing multiple priorities.
If you are a highly organized and proactive professional looking to make an impact in an exciting, fast-paced environment, we encourage you to apply for this temporary Executive Assistant position.
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