Administrative Assistant IV

Job Title: Admin Assistant IV (Hybrid) Duration: 12 months of contract with possible extension or conversionLocation: Cambridge, MA 02139Job Duties: Calendaring, traveling are top priority. Occasionally sending out department announcements on VP s behalf, meeting invites for leadership team meetings are also helpful.Key Responsibilities include, but are not limited to, the following:Provides Advanced admin support to the team leaders. May provide back-up support to other team staff, as needed.Responsible for compliance with applicable Corporate and Divisional policies and procedures. Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).Interact with high-level executives and handles confidential or business-sensitive information.May include some support for tracking budget expenditures.Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations.Uses and understands Microsoft Office Suite and other business-specific software, including the Corporate Travel and Expense website and employee performance management systems (as applicable).Coordinates new employee office set-ups and onboarding.May train/coordinate work for new administrative assistants.Responsible for all administrative functions for Discovery Research Neuroscience and our Cambridge Research Center such as:Calendar management, proactively solving conflicts.Handling Teams/Zoom and general Telepresence setups and acting as liaison for remote access issues.Scheduling travel and processing expense reports.Managing correspondence and scheduling couriers as well as preparing FedEx labels and managing shipments.Ordering office supplies.Processing invoices.Meeting/event planning and catering.Creating or modifying business documents.Preparing presentations from source materials.Preparing binders and other large copy requests.Requesting publications/articles.Onboarding various contracted vendors; andOperates with general instruction and some supervision.