Job description

Your Role:

The Executive Assistant will perform a wide range of administrative andoffice support activities and aide in facilitating the efficient operation of the organization. This role follows a flexible work model that supports a blend of in-office and remote work. Candidates can expect to work in office 3 days per week on average and should be within commutable distance to the Billerica, MA area. Responsibilities include:

• Consistent global travel management including registration, meeting arrangements and subsequent expense reconciliation.
• Organize local and international meetings, conferences, and special event invitations via telephone and/or video
• Manage travel arrangements for all visitors and logistics for premises visit, including international visitors
• Collaborate closely with the Strategy & Operations Lead and manage the meetings of the leadership team, propose and coordinate agenda topics and minutes
• Prepare meeting documentation (e.g., presentation material, agenda, minutes)
• Work with IT department to arrange and set up AV for all meetings
• Create and manage purchase requests and contracts for the REC/department
• Responsible for discussions with vendors, PRs, program execution, payments
• Maintain administrative details for Head SP&I and ad hoc LT members
• General follow-ups for tasks with team members
• Update Org Charts and Newcomers/ Leavers list
• Manage calendar for Head SP&I and leadership team events
• Track and collect data for weekly and monthly reports & dashboards and circulate to necessary team members & stakeholders
• Handle assigned ad hoc tasks and projects
• Provide guidance to global SP&I admins on policies, practices, IT platforms, protocols, (i.e., prepare start of newcomers by organizing equipment/ software and initiate all necessary administrative steps) etc.
• Maintain confidentiality of sensitive information

Who You Are:

Minimum Qualifications:

• High school diploma or GED
• 6+ years of overall work experience
• 4+ years of office support experience

Preferred Qualifications:

• Bachelor’s degree
• Excellent project management skills, international project experience
• Excellent knowledge of different communication tools available
• Outstanding Organizational skills
• Advanced skills with all standard MS office and business applications (Word, Excel, Power Point, MS Project, Outlook, MS Teams, SharePoint)
• Ability to understand how business operates and make smart decisions based on the big picture without losing sight of the details
• Ability to execute assigned tasks independently
• Strong adherence to agreed timelines and proactive communication of any potential risk to the same
• Demonstrates high proficiency and delivers high quality influential presentations
• Collaborative within the local and global assistant’s network

What we offer: We are curious minds that come from a broad range of backgrounds, perspectives, and life experiences. We celebrate all dimensions of diversity and believe that it drives excellence and innovation, strengthening our ability to lead in science and technology. We are committed to creating access and opportunities for all to develop and grow at your own pace. Join us in building a culture of inclusion and belonging that impacts millions and empowers everyone to work their magic and champion human progress!

Job Type: Full-time

Work Location: One location

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