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Sr. Administrative Assistant
Albireo Pharma, Inc.
location-iconBoston MA

Albireo Pharma is a rare disease company focused on the development of novel bile acid modulators to treat rare pediatric and adult liver diseases. Albireo’s lead product, BylvayTM (odevixibat), was approved by the U.S. FDA as the first drug for the treatment of pruritus in all types of progressive familial intrahepatic cholestasis (PFIC), and it is also being developed to treat other rare pediatric cholestatic liver diseases with Phase 3 trials in Alagille syndrome and biliary atresia, as well as an Open-label Extension (OLE) study for PFIC. In Europe, Bylvay has been approved for the treatment of PFIC and has been submitted for pricing and reimbursement approval. The Company is progressing a Phase 1 clinical trial for A3907 to advance development in adult cholestatic liver disease, with IND-enabling studies moving ahead with A2342 for viral and cholestatic liver disease. Albireo was spun out from AstraZeneca in 2008 and is headquartered in Boston, Massachusetts, with its key operating subsidiary in Gothenburg, Sweden. The Boston Business Journal named Albireo one of the 2019 and 2020 Best Places to Work in Massachusetts. For more information on Albireo, please visit www.albireopharma.com.Job Title: Sr. Administrative AssistantReports To: Sr. Executive Assistant to the CEO & Global Administrative Manager Location: Boston, Massachusetts, USA Position Summary: Albireo is looking for a dynamic and self-motivated Sr. Administrative Assistant to be a member of our Global Admin Team and to provide administrative support to 3 – 5 of our members of the Enterprise Team. You will engage in cross-functional alignment with stakeholders. The right candidate must be flexible, organized, proactive, collaborative, and calm under pressure. A quick thinker, your flexibility and adaptability are key to constantly changing demands and priorities. Excellent communication, interpersonal and collaboration skills are essential for this role due to interactions across all levels of the organization. This position also requires a professional demeanor, sense of urgency, the ability to prioritize, and a high level of discretion with the ability to appropriately handle sensitive and confidential information. The candidate must enjoy a dynamic atmosphere, show good judgment, initiative and be willing to take on additional tasks and responsibilities as needed to achieve the goals and deliverables of the Global Admin Team and Enterprise Team. Key Duties and Responsibilities: Member of the Global Admin Team: The Global Admin Team is designed for members of the Team to work together to support and fulfill the needs of the office and the needs of our Executives and their Teams to create ONE Company. Responsibilities include, but not limited to:Participate in weekly Global and Regional Admin Meetings and represents functionsCollaboratively work with the Global Admin Team to plan, prioritize and manage administrative responsibilities for the companyCollaborate with Albireo’s Event Coordinator and Global Admin Team on responsibilities to drive culture through the community by assisting or working as a project lead for community events, team events, team meetings and team off-sites Assist in creation and execution of admin processesAdministrative support coverage to members of the Global Admin Team for planned and unplanned absencesCollaborate on back-up coverage for the Office Coordinator; responsibilities include but not limited to:Reception coverage to include beaks, vacation, sick time:Facilities coverage:Keeps office, kitchen, breakroom and lunchroom clean, stocked, organized, and aesthetically pleasing to promote an inviting, efficient and pleasant working environmentConference room(s) management before / after meetings, stock rooms with meeting supplies, snacks, and beveragesProvide functional inputs to the master calendarPromote a fun and team-oriented work environment Administration Support to Enterprise Team MembersResponsibilities include but not limited to:Strategically manage and maintain complex daily Outlook calendars and recurring meetings across all time zones for multiple executives, includes scheduling, prioritizing, resolving conflicts, etc. Demonstrate flexibility and problem-solving abilities to adjust or prioritize schedules based on last-minute changes.Provide logistical planning and administrative support to include expense reports, email coverage, new hire on-boarding, training activities, create and deliver organization correspondence, process incoming and outcoming mail, filings etc.Arrange and reserve conference rooms, catering, audio/video and other essential services as needed for meetings and conferences.Book and manage domestic and international travel arrangements; monitor travel progress to resolve issues as they arise.Maintain schedule of key organizational team meetings, 1:1s with direct reports, etc.; coordinate and prepare agendas as required.Manage and organize meetings with external guests.Manage and maintain extremely confidential / sensitive matters.Perform various supporting tasks such as creating/amending/formatting documents/presentations in Word, Excel or PowerPoint, printing, etc.Submit contracts, purchase orders, amendments and changes on behalf of the team working in partnership with Accounting and Legal Departments.Build and maintain good business relationships with executives and administrative staff across the organization.The role includes multiple opportunities for ongoing skill and content development, as well as expanded opportunities for project management responsibilities.Enhances the business model by institutionalizing business processes, implementing best practices and templates, and seeking ways to work more efficiently Qualifications / Requirements:Associate’s degree, preferred in Business AdministrationAt least 5 + years of experience as an Executive Assistant or Sr. Administrative Assistant supporting senior executivesAt least 5+ years of calendar management supporting multiple executivesAt least 5+ of meeting and event planning experienceProficient in Microsoft Office (Outlook, Word, Excel, and Power Point) Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detailVery strong interpersonal skills and the ability to build relationships with stakeholders, including staff, and external partnersExpert level written and verbal communication skillsDemonstrated proactive approaches to problem-solving with strong decision-making capabilityHigh level of emotional intelligenceHighly resourceful team-player, with the ability to also be extremely effective independentlyProven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and responseForward looking thinker, who actively seeks opportunities and proposes solutions PI181581877

Full Time
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Sr. Administrative Assistant
Albireo Pharma, Inc.
location-iconBoston MA

Albireo Pharma is a rare disease company focused on the development of novel bile acid modulators to treat rare pediatric and adult liver diseases. Albireo’s lead product, BylvayTM (odevixibat), was approved by the U.S. FDA as the first drug for the treatment of pruritus in all types of progressive familial intrahepatic cholestasis (PFIC), and it is also being developed to treat other rare pediatric cholestatic liver diseases with Phase 3 trials in Alagille syndrome and biliary atresia, as well as an Open-label Extension (OLE) study for PFIC. In Europe, Bylvay has been approved for the treatment of PFIC and has been submitted for pricing and reimbursement approval. The Company is progressing a Phase 1 clinical trial for A3907 to advance development in adult cholestatic liver disease, with IND-enabling studies moving ahead with A2342 for viral and cholestatic liver disease. Albireo was spun out from AstraZeneca in 2008 and is headquartered in Boston, Massachusetts, with its key operating subsidiary in Gothenburg, Sweden. The Boston Business Journal named Albireo one of the 2019 and 2020 Best Places to Work in Massachusetts. For more information on Albireo, please visit www.albireopharma.com.Job Title: Sr. Administrative AssistantReports To: Sr. Executive Assistant to the CEO & Global Administrative Manager Location: Boston, Massachusetts, USA Position Summary: Albireo is looking for a dynamic and self-motivated Sr. Administrative Assistant to be a member of our Global Admin Team and to provide administrative support to 3 – 5 of our members of the Enterprise Team. You will engage in cross-functional alignment with stakeholders. The right candidate must be flexible, organized, proactive, collaborative, and calm under pressure. A quick thinker, your flexibility and adaptability are key to constantly changing demands and priorities. Excellent communication, interpersonal and collaboration skills are essential for this role due to interactions across all levels of the organization. This position also requires a professional demeanor, sense of urgency, the ability to prioritize, and a high level of discretion with the ability to appropriately handle sensitive and confidential information. The candidate must enjoy a dynamic atmosphere, show good judgment, initiative and be willing to take on additional tasks and responsibilities as needed to achieve the goals and deliverables of the Global Admin Team and Enterprise Team. Key Duties and Responsibilities: Member of the Global Admin Team: The Global Admin Team is designed for members of the Team to work together to support and fulfill the needs of the office and the needs of our Executives and their Teams to create ONE Company. Responsibilities include, but not limited to:Participate in weekly Global and Regional Admin Meetings and represents functionsCollaboratively work with the Global Admin Team to plan, prioritize and manage administrative responsibilities for the companyCollaborate with Albireo’s Event Coordinator and Global Admin Team on responsibilities to drive culture through the community by assisting or working as a project lead for community events, team events, team meetings and team off-sites Assist in creation and execution of admin processesAdministrative support coverage to members of the Global Admin Team for planned and unplanned absencesCollaborate on back-up coverage for the Office Coordinator; responsibilities include but not limited to:Reception coverage to include beaks, vacation, sick time:Facilities coverage:Keeps office, kitchen, breakroom and lunchroom clean, stocked, organized, and aesthetically pleasing to promote an inviting, efficient and pleasant working environmentConference room(s) management before / after meetings, stock rooms with meeting supplies, snacks, and beveragesProvide functional inputs to the master calendarPromote a fun and team-oriented work environment Administration Support to Enterprise Team MembersResponsibilities include but not limited to:Strategically manage and maintain complex daily Outlook calendars and recurring meetings across all time zones for multiple executives, includes scheduling, prioritizing, resolving conflicts, etc. Demonstrate flexibility and problem-solving abilities to adjust or prioritize schedules based on last-minute changes.Provide logistical planning and administrative support to include expense reports, email coverage, new hire on-boarding, training activities, create and deliver organization correspondence, process incoming and outcoming mail, filings etc.Arrange and reserve conference rooms, catering, audio/video and other essential services as needed for meetings and conferences.Book and manage domestic and international travel arrangements; monitor travel progress to resolve issues as they arise.Maintain schedule of key organizational team meetings, 1:1s with direct reports, etc.; coordinate and prepare agendas as required.Manage and organize meetings with external guests.Manage and maintain extremely confidential / sensitive matters.Perform various supporting tasks such as creating/amending/formatting documents/presentations in Word, Excel or PowerPoint, printing, etc.Submit contracts, purchase orders, amendments and changes on behalf of the team working in partnership with Accounting and Legal Departments.Build and maintain good business relationships with executives and administrative staff across the organization.The role includes multiple opportunities for ongoing skill and content development, as well as expanded opportunities for project management responsibilities.Enhances the business model by institutionalizing business processes, implementing best practices and templates, and seeking ways to work more efficiently Qualifications / Requirements:Associate’s degree, preferred in Business AdministrationAt least 5 + years of experience as an Executive Assistant or Sr. Administrative Assistant supporting senior executivesAt least 5+ years of calendar management supporting multiple executivesAt least 5+ of meeting and event planning experienceProficient in Microsoft Office (Outlook, Word, Excel, and Power Point) Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detailVery strong interpersonal skills and the ability to build relationships with stakeholders, including staff, and external partnersExpert level written and verbal communication skillsDemonstrated proactive approaches to problem-solving with strong decision-making capabilityHigh level of emotional intelligenceHighly resourceful team-player, with the ability to also be extremely effective independentlyProven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and responseForward looking thinker, who actively seeks opportunities and proposes solutions PI181581904

Full Time
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Office Administrator
The Hollister Group
location-iconBoston MA

Administrative & HR Contract to Hire Boston, MA Job Number: JO-2205-114204 Office Administrator We are is seeking an Office Administrator to provide a high level of office support to our client. The Office Administrator is responsible for ensuring all aspects of office operations and day-to-day administrative duties are executed effectively and efficiently. This is a contract-to-hire position, so it could become a permanent placement for someone who goes above and beyond in this role. If you have the necessary skills and experience and are looking for your next opportunity to run a wildly effective office's operations, send us your resume for immediate consideration! Responsibilities: Coordinate multiple calendars and schedules for use of conference rooms, staff lunches, travel arrangements, and company social events Manage inventory, ordering, and stocking of office supplies, developing an appropriate budget and ordering procedure Maintain office cleanliness and general office management Provide clerical and administrative support Develop and maintain office systems and infrastructure to optimize operational efficiency Track and manage selected areas of the administrative department budget Process invoices and proactively address any expense issues Complete other projects as assigned Qualifications: Exceptional verbal and written communication skills Minimum 3-5 years of related administrative support experience Advanced Microsoft Word, Excel, PowerPoint, and Outlook skills Quickbooks experience required Friendly and outgoing; skilled at providing a warm and welcoming first impression to visitors Professional appearance and demeanor Able to prioritize and effectively manage competing tasks Highly accurate and detail-oriented Can handle highly confidential information with discretion Able to take notes and provide accurate and concise summaries when needed The majority of The Hollister Group’s clients are requiring that employees be fully vaccinated or complete a request for a religious/medical exemption. In most cases, on-site work at our clients will require an employee to be fully vaccinated. If you are applying for on-site work, please be prepared to provide proof of vaccination. Our Commitment to Diversity, Equity & Inclusion The Hollister Group is an equal opportunity employer. We welcome and encourage applications from people who are under-represented in their respective occupations or position.

Full Time
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Administrative Assistant
The Hollister Group
location-iconCambridge MA

Administrative & HR Direct Hire Cambridge, MA Job Number: JO-2203-113803 Administrative Assistant We are seeking a capable and organized Administrative Assistant to join the team of one of the finest University centers in the Boston area! This is a direct-hire opportunity, and it starts immediately. The ideal candidate will be very organized, have knowledge and understanding of Microsoft Office, and have a passion for international culture. Join this fast-paced environment! If you are passionate about learning about other cultures and are interested, please respond with your resume. We will get in touch with you! Responsibilities: Prepare presentations for meetings Support the Faculty Director with heavy calendar management, travel preparation, documentation, and scheduling appointments Assist with event planning including coordinating with venues, catering, vendors, etc. Manage office operations and “e-office” electronic database Monitor invoices and expenses and process reimbursement/payment requests Provide necessary administrative support including mail distribution, drafting of letters/emails, and maintaining current information for contacts General office management and administrative duties Qualifications: Bachelor’s degree or equivalent preferred 1 to 3 years of experience with administrative support Excellent verbal and written communication skills Strong attention to detail and ability to multitask Experience with Microsoft Office Compensation: $48-60K Our Commitment to Diversity, Equity & Inclusion The Hollister Group is an equal opportunity employer. We welcome and encourage applications from people who are underrepresented in their respective occupation or position.

Full Time
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Administrative Assistant II - Pulmonary (36 hours)
Beth Israel Deaconess Medical Center
location-iconBOSTON MA

Department Description: Working onsite with the Pulmonary, Critical Care and Sleep Medicine Department, the Administrative Assistant II will support several Pulmonary and Sleep providers with scheduling and prior authorization of testing responsibilities.This is a 36 hours per week position, located in Boston, MA.Job Location: Boston, MassachusettsReq ID: 44355BRJob Summary: Provides administrative support to physicians in their clinical practice, academic and research roles.Essential Responsibilities: Answers and screens telephone calls. Takes accurate messages or directs the call to the appropriate person. Greets and directs patients, families, visitors, and staff. Responds to requests in a timely manner and provides clear, accurate information within the scope of knowledge and authority.Updates patient demographic and insurance information as necessary and obtains specialist referrals for all patient appointments. Schedules patient appointments utilizing scheduling tools and resources. Coordinates and communicates ancillary appointments and procedures working with other hospital staff as needed.Obtains patient information and materials as needed from referral sources. Prepares patient records for clinical activities and maintains patient records for physicians. Acts as liaison with other departments and external customers in a calm and supportive manner. Handles confidential information appropriately and explains policies and procedures when necessary.Collects co-payments from patients at point-of-service. Coordinates billing tickets for office visits and services following established procedures. Forwards all billing fee tickets according to the protocol to billing staff. Reconciles collections at the end of the business day per established protocol.Maintains physicians' clinical and administrative schedules and calendars. Types correspondence, manuscripts and/or other documents. Transcribes letters and patient notes as needed for physicians and facilitates in clinical computer systems. Prepares and distributes routine reports.Required Qualifications:High School diploma or GED required. Associate's degree preferred.1-3 years related work experience required.Experience with computer systems required, including web based applications and some Microsoft Office applications which may include Outlook, Word, Excel, PowerPoint or Access.Preferred Qualifications:Healthcare experience.Competencies:Decision Making: Ability to make decisions that are based on specific instructions, standard practices and established procedures which generally require little or no supervision.Problem Solving: Ability to address problems that are routine, somewhat repetitive and generally solved by following clear directions and procedures and by identifying opportunities for process improvements.Independence of Action: Ability to follow precedents and procedures. May set priorities and organize work within general guidelines. Seeks assistance when confronted with difficult and/or unpredictable situations. Work progress is monitored by supervisor/manager.Written Communications: Ability to communicate clearly and effectively in written English with internal and external customers.Oral Communications: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.Team Work: Ability to work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members.Customer Service: Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations.Physical Nature of the Job:Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally

Full Time
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Senior Administrative Assistant
The Hollister Group
location-iconBoston MA

Administrative & HR Contract to Hire Boston, MA Job Number: JO-2206-114395 Senior Administrative Assistant A prestigious university located in Cambridge is seeking a Senior Administrative Assistant to provide complex administrative support to a high-level faculty member. This role is temporary-to-hire and offers hybrid work after three months fully onsite. Aside from having administrative experience, this individual must be poised, detail-oriented, and extremely efficient in handling multiple tasks in a fast-paced environment. Experience in academia is preferred, but not required. Responsibilities: Coordinate complex calendars to schedule appointments, meetings, and travel Plan events/meetings and arrange details including catering, booking space, and procuring any required media/materials Manage office operations, electronic database, and website updates Monitor invoices and expenses and process reimbursement requests, travel vouchers, and other approved purchases Draft, edit, and track reports and correspondence related to high-level meetings Optimize office management by implementing efficient administrative systems and procedures Communicate with other departments to ensure timeliness and responsiveness of all office support services Maintain office management including mail, office equipment, and supply ordering to ensure efficient and reliable office operations Compile and analyze data for review as needed Qualifications: Bachelor's degree required 5+ years of professional administrative experience Excellent creative problem-solving skills Comfortable interacting with university officials, external organizations, and the public on a variety of matters Must be detail-oriented and able to prioritize competing responsibilities and tasks Advanced knowledge of Microsoft Office (Word, Excel, Outlook, and PowerPoint) Strong work ethic and integrity Professional verbal and written communication skills A passion for higher education and serving a diverse student population If you are interested and meet these qualifications, please submit a copy of your resume for immediate consideration! Prior to starting, candidates will need to pass a background check. The majority of Hollister’s clients are requiring that employees be fully vaccinated or complete a request for a religious/medical exemption. In most cases, onsite work at our clients will require an employee to be fully vaccinated. If you are applying for onsite work, please be prepared to provide proof of vaccination. Our Commitment to Diversity, Equity & Inclusion The Hollister Group is an equal opportunity employer. We welcome and encourage applications from people who are under-represented in their respective occupation or position.

Full Time
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Office Coordinator
The Hollister Group
location-iconBoston MA

Administrative & HR Contract to Hire Boston, MA Job Number: JO-2202-113540 Office Coordinator We are currently supporting a financial services firm in Boston's search for an Office Coordinator to provide reception and administrative support for their busy office. This role is a 4+ month contract with potential for permanent hire and requires strong attention to detail, great customer service skills, and the ability to work in a fast-paced environment. The position is onsite, so applicants must be comfortable working in an office. This is a great opportunity to get your foot in the door with a growing company! Responsibilities: Greet visitors and clients; update necessary information accordingly Address client inquiries via phone, email, and chat promptly and thoroughly Manage the inventory of office supplies and maintain cleanliness and tidiness of common areas Oversee all incoming packages/mail; assist with facilities operations as needed Manage calendar scheduling and assist with planning events and board meetings Assist other administrators with special projects Qualifications: 1-3 years of experience in an administrative, customer service, or hospitality position Bachelor’s degree preferred but not required Must be proficient in Microsoft Office, especially Excel and Word Strong attention to detail and ability to multi-task Ability to work in a fast-paced environment and maintain composure Compensation: $20-30/hour Think this role could be a good fit? Please apply with a resume and interview availability for a quick turnaround! Our Commitment to Diversity, Equity & Inclusion The Hollister Group is an equal opportunity employer. We welcome and encourage applications from people who are under-represented in their respective occupation or position.

Full Time
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Department Administrator - Radiology
Beth Israel Deaconess Medical Center
location-iconBOSTON MA

Department Description: Our diverse team of technologists, nurses and support staff cares for patient under going Imaging in General x-ray, CT, MRI, Interventional Radiology, Nuclear Medicine, Breast Imaging and Ultrasound. We work with world class Harvard physician's in a collaborative and team oriented environment.As part of this opportunity, you will play an integral role in supporting our world-class teaching hospital. Our department of 600+ employees is guided by a common mission—Together Taking Care of People—to compassionately serve our patients, their loved ones, and each other.U.S. News and World Report recently ranked our affiliate Harvard University the #1 radiology school in the world and, as the Official Hospital of the Boston Red Sox, BIDMC offers discounted tickets to employees (subject to availability).Job Location: Boston, MassachusettsReq ID: 45979BRJob Summary: As a senior level administrative professional, implements, oversees and coordinates the administrative functions that supports the radiology department and it's functional areas. Reports to the Chief Administrative Officer and Sr Directors. Interacts with radiology staff, faculty, hospital administration, leadership and staff of other departments and internal / external contacts at all levels.Essential Responsibilities: Maintains calendars and meeting schedules, arranges multiple department, hospital and offsite operational meetings as well as with vendors and customers. Coordinates the planning and organization of departmental events internally and externally, including the arrangements for meetings, travel and expense reimbursements.Plans, coordinates and administers activities for the department including developing and implementing related procedures, processes, communications, services and systems to ensure the smooth flow of administrative operations. Acts as a liaison and principle resource on matters related to the department.Screens phone calls and access for high level positions; deciding which individual need face to face meetings and which can be referred to other managers. Schedules and prepares for diverse and complex appointments and meetings.Serves as resource for the department regarding medical center and departmental policies and procedures and manages the cycle and approvals for the department policies and procedures.Interacts with internal and external personnel, including senior management, physicians, visitors, patients and vendors in matters that may be complex, sensitive and confidential. Independently researches and follows through on a variety of information requests.Required Qualifications:Associate's degree required. Bachelor's degree preferred.3-5 years related work experience required.Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications. May produce complex documents, perform analysis and maintain databases.Preferred Qualifications:Experience in hospital and/or academic administration.Competencies:Decision Making: Ability to make decisions that are guided by general instructions and practices requiring some interpretation. May make recommendations for solving problems of moderate complexity and importance.Problem Solving: Ability to address problems that are varied, requiring analysis or interpretation of the situation using direct observation, knowledge and skills based on general precedents.Independence of Action: Ability to follow precedents and procedures. May set priorities and organize work within general guidelines. Seeks assistance when confronted with difficult and/or unpredictable situations. Work progress is monitored by supervisor/manager.Written Communications: Ability to summarize and communicate in English moderately complex information in varied written formats to internal and external customers.Oral Communications: Ability to comprehend and communicate complex verbal information in English to medical center staff, patients, families and external customers.Knowledge: Ability to demonstrate in-depth knowledge of concepts, practices and policies with the ability to use them in complex varied situations.Team Work: Ability to act as a team leader for small projects or work groups, creating a collaborative and respectful team environment and improving workflows. Results may impact the operations of one or more departments.Customer Service: Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations.Physical Nature of the Job:Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally

Full Time
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Senior Administrative Assistant
The Hollister Group
location-iconCambridge MA

Administrative & HR Contract to Hire Cambridge, MA Job Number: JO-2111-113045 Senior Administrative Assistant One of our Boston-based clients in higher education is looking for a Senior Administrative Assistant. The Senior Administrative Assistant will act as a liaison for all levels of management and ensure a smooth flow of information. They will be expected to provide support to different departments and be able to communicate with all sorts of people. Interested applicants should apply with a copy of their resume now for immediate consideration! Responsibilities: Act as the initial point of contact and resource for visitors and vendors Plan and coordinate meetings and events Provide direct administrative support to the Senior Associate Dean and other Deans in the office Perform heavy calendar management Provide support to graduate students in the office Assist with website updates as needed Review and process petition requests Gather data on petition usage, review data, and create reports Collaborate with other offices, programs, and centers in support of faculty and academic activities Serve as liaison between faculty and other groups, both internal and external Attend meetings to record, interpret, draft, and distribute (once approved) meeting minutes Schedule numerous appointments, meetings, and travel Prepare complex itineraries for multiple constituents Organize and assist in general preparation for external agency and sponsor visits Qualifications: Bachelor’s degree or equivalent 3+ years of administrative experience Proficiency in Microsoft Outlook, Access, Excel, and Word Calendar management knowledge Scheduling experience Excellent communication and follow-up skills High attention to detail Ability to work under pressure, multi-task, troubleshoot, and think outside the box Ability to coordinate between different departments The majority of The Hollister Group’s clients are requiring that employees be fully vaccinated or complete a request for a religious/medical exemption. In most cases, on-site work at our clients will require an employee to be fully vaccinated. If you are applying for on-site work, please be prepared to provide proof of vaccination. Our Commitment to Diversity, Equity & Inclusion The Hollister Group is an equal opportunity employer. We welcome and encourage applications from people who are under-represented in their respective occupations or position.

Full Time
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Office Operations Manager
Boston Consulting Group
location-iconBoston MA

WHAT YOU'LL DOThe ACC (Advanced Capabilities Center)-Boston Office Operations Manager is responsible for leading and optimizing the deployment of key Business Services Team (BST) resources to meet the operating needs of the over 200 BCG employees that are hosted by the office. Together with the Office Lead (OL), the Office Operations Manager will help drive the employee and office experience and serve as a member of the office leadership team. In addition to operations, this person will oversee key functions and activities including Facilities, Real Estate management, Special Events/Office Affiliation, Safety and Security, Administrative Services, Office Services and Reception with a dotted line oversight for IT. The Office Operations Manager will also be a key member of the Boston Leadership Team and will be responsible for connecting with and coordinating the shared operating needs of all Specialty Businesses housed within the Boston Office. Through leadership of the office operations team in the office related to operations, facilities, events and administrative functions, the Office Operations Manager is expected to produce a smooth, day-to-day operation focused on service, excellence, and business acumen, and to help build and reinforce a positive, close-knit office culture working in close connection with Office Leader and functional leads. The Office Operations Manager will provide leverage and support to the Office Leader and overall ACC Leadership in running the office. This person will coordinate and work in concert with counterparts from other offices in the Boston and the North America (NAMR) region. They will work closely with a wide range of constituents to pilot new programs, drive regional change efforts, coordinate initiatives and to develop, implement, execute and interpret programs and policies related to all local staff. YOU'RE GOOD ATManaging office-based operations team in concert with the nearby Boston Consulting and Global Services offices and other business management and operations counterparts across the ACC systemEnsure the efficient and effective operations in the office through the management of the local office operations and admin teamsBuild a highly effective team by fostering teamwork (within work groups, across functions and throughout the ACC system and region); Develop a strong administrative management team; Coach direct reports; supervise the coaching of indirect reports. Oversee Recruitment, hiring, training and supervision of the local office operations and admin staff; manage and monitor leverage ratios and support levels in concert with local HRManage office operations and admin staff’s professional and career development. Administer and ensure consistency, fairness and equity in the performance management and promotion process for Global Specialty Businesses. Provide performance improvement feedback and planning in line with regional processes and policies in concert with the local HR Provide leadership for other ACC people-related initiatives and projects as neededOverseeing operational infrastructure for the officeManage or coordinate delivery of support services for office including administrative support, office services and facilities, meeting coordination, real estate, IT, etc. Some of these functions will be managed directly locally; others will require coordination of central shared resources. Work collaboratively with the regional and global functions to deliver required servicesLead management of administrative support team including EAs and SAAs, ensuring high quality support for senior teamManage vendor relationships and agreements as required for effective office operations and support of large-scale meetingsManage local, regional and world-wide meetings and office events that are asked to be hosted at ACC-BostonAs needed, support development of real estate strategy and facilities management for the officeDevelop and implement space plans to anticipate requirements and evolving needs for office. Lead the office relocation efforts when an office move becomes necessary; oversee build-out and interior design, together with global teamLead facilities management including office design, maintenance, layout, and occupancy of offices, furniture, and overall office security and safetyWork with region and global teams to ensure effective delivery of all services, including IT and visual services, among others required for the smooth operations of the officeOperating as the primary point person for issues of morale, retention, and affiliation for BST in close collaboration with the Office Leader and ACC LeadershipRegularly take the pulse on office people issues, bringing issues of importance to the OL’s and ACC Leadership’s attention. Recommend changes where warranted and implement programs to ensure continuous improvementOversee coordination of all office events from small frequent gatherings (e.g., office lunches, happy hours) to larger multi-day office wide events (annual retreats, team building activities, holiday parties, community service endeavors.) Provide thought leadership on developing and implementing initiatives to address ACC-office people issues in close collaboration with Local HR Managing operations and admin staffing to support the business objectives of the office, system and region in collaboration with the OL and Functional LeadershipTogether with Finance team, accurately and thoughtfully forecast staff needs for the businessEnsure office growth strategy appropriately incorporates pyramid estimates and considerationsCollaborating with Knowledge finance function to ensure optimized profitability and planning for BST capacity and cost related itemsProvide guidance and counsel for all cost management. Create and monitor cost and capital expenditure budgets including those related to personnel management, materials, space and equipment. Manage discretionary budget decisions and communication. Operate in an environment of high service and optimize efficiency and cost managementEnsure effective entry of time and expenses for office operations and admin employees Provide counsel to office leadership on financial issues related to operations. Partner with ACC Finance to prepare appropriate ad hoc financial analysesProviding support and counsel to the Knowledge Function Leadership, ACC Leadership, and the Office Leader at ACC- Boston on operations, facilities and administrative topicsSupport all Office management functions, initiatives and projectsServe as thought partner and counselor to OL, Functional and ACC Leadership on a range of topicsProvide leadership and management for other office-wide initiatives as required Ensure all Risk and compliance activities are in place Support regional initiatives designed to improve overall performance in NAMRContribute to local and regional committees as appropriateYOU BRING (EXPERIENCE & QUALIFICATIONS)8-10 years of relevant work experience, with a minimum of 6+ years of leadership-based work with progressively increasing levels of responsibility, preferably within a professional services firm Undergraduate degree required; MBA or other professional degree preferredDemonstrated empathetic and inspirational leadership of a diverse set of individuals and teams. A culture-carrier, team player and motivatorExcellent people and stakeholder management skills; able to provide and receive honest and constructive feedback while facilitating collaboration to achieve common goalsGood judgment and an ability to interpret rules and guidelines flexibly, in keeping with BCG values. Able to take a big picture approach and consider the ramifications of decisions on various constituenciesAn outstanding, confident communicator who engenders trust. Articulate and strong at influencing multiple stakeholders to adopt a new point of viewAble to perform successfully and produce results in a fast-paced, intellectually intense, client-oriented environment Ability to perform effectively under pressure; consistent management of changing situations with tact, poise, and patienceA demonstrated understanding of business operations and an appreciation for how to prioritize among demands and balance the levers that make a complex business run smoothly and productively. Flexibility and comfort with ambiguity. Openness to new and innovative ideas and to changeA quick study. Demonstrated ability to identify, analyze, and solve problemsHigh integrity, a positive attitude, and an ability to maintain absolute confidentialityUnflappable, resilient, and the personal fortitude to push back when necessaryYOU'LL WORK WITHOur business management and operations team members work to ensure that BCG is running smoothly, efficiently, and productively. We are made up of executive and administrative (or case team) assistants, visual service artists, receptionists, facilities staff, and the team leaders and office coordinators who manage these operations and business management jobs.

Full Time
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Senior Administrative Assistant
The Hollister Group
location-iconBoston MA

Administrative & HR Direct Hire Boston, MA Job Number: JO-1807-103846 Senior Administrative Assistant in Growing Investment Firm Our client, a global investment firm with a new office in Boston, is hiring a proactive and ambitious Senior Administrative Assistant. This Senior Administrative Assistant will focus on supporting two senior-level executives with calendar management, travel arrangements, and submitting expense reports. The ideal candidate for this Senior Administrative Assistant role will have at least three years of related experience, as well as an energetic and proactive approach. If you are interested in this opportunity and would like to be considered, please submit a copy of your resume today! Responsibilities: Manage complex calendars for two senior executives Book travel arrangements Assist with compiling all receipts for expense reports Prepare marketing and meeting materials for the executives Greet visitors as they arrive to the office Order catering and office supplies when needed Complete all other tasks and projects as assigned Qualifications: At least three years of Administrative Assistant experience Expert experience with the Microsoft Office suite, specifically Outlook and PowerPoint Able to thrive in a fast-paced environment with minimal supervision Strong attention to detail and follow-through skills Excellent written and verbal communication skills Our Commitment to Diversity, Equity & Inclusion The Hollister Group is an equal opportunity employer. We welcome and encourage applications from people who are under-represented in their respective occupation or position.

Full Time
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Administrative Assistant (2)
Planet Professional
location-iconBoston MA

Job ID: BH484779 Category: Receptionist, Recent Graduate, Junior Administrative Assistant, Administrative Assistant Specialty: Administrative Administrative Assistant Reporting to the Assistant Dean of Law Academic Services,this position is responsible for providing high-quality administrative support for the Law Academic Services Office. The Law Academic Services Office provides direct student service and as such a high level of service is expected. The Office is a fast-paced, high-volume office environment with peak volume relative to the Law. PrimaryResponsibilities: 15% of time Provide administrative support to the Assistant Dean. Duties may include, but are not limited to: printing materials for student appointments; assisting with mail merge letters; helping create block schedules; data entry; scanning and printing documents; taking staff meeting minutes and creating Action Items lists; updating Operations calendar; Informer reporting; assisting with Write On Competition, assistingthe Dean with verifying Concentration Completion requirements. Assist with special events including Phi Delta Phi Initiation and Roundtable Course Exploration event. Duties may include making room reservation; preparing materials such as sign-in sheets, programs, tent cards, faculty bios; assisting with distributing materials at event. 20% of time Publications/CommunicationsProvide support for Academic Services Office publications and communications. Assist with updating and proofreading Roundtable Course Exploration Guide, Registration Guide, New Student Guide, Proctor Training Guide, Student Examination Grading Guide, and Faculty Examination Grading Guide. Assist Dean with communications to students including sending mail merge letters, editing Contact emails, and helping create and distribute monthly newsletter to students. Provide Carousel backup. 40% of time Exams/ProctorsProvide administrative support for exams (Fall midterms and final exams, Spring midterms and final exams, LPS Quizzes, Summer exams). Duties include creating proctor folders with exam rules and regulations, proctor lists, proctor sign out sheets and examination scripts; printing labels, tent cards and affidavits for Accommodated students, and students with Make Up exams; assisting with ExamSoft printing and compiling exams to be graded by faculty; compiling Make Up exams to be graded by faculty; ensuring that faculty assistants are emailed for pickup of examinations, and that exams are signed for upon collection; distributing and collecting take home examinations; assisting with Grade Distribution Reports. Act as liaison to examination proctors. Communicate with proctors regarding examination times and dates, scheduling needs, availability, and confirmed assignments. Track proctor hours, assist at proctor training sessions, provide Assistant Dean with current schedule information, distribute additional materials to proctors as needed, assist with proctoring if needed. 10% of time InquiriesProvide front line support for students, faculty, staff, and alumni. This includes greeting visitors, providing information in-person, over the phone and via email, and scheduling appointments. Tactfully handle inquiries, answering as many as possible independently and referring others to the Assistant Dean, or to another University department when appropriate. 5% of time BudgetTrack office expenses, reconcile expenses to budget, complete check requests, and create purchase orders. 10% of time Commencement.Provide administrative support for Commencement. Duties include tracking faculty regalia requests, following up with assistants as needed; compiling regalia order for faculty; following up with students regarding incomplete regalia requests; updating Commencement Information Guide for students; assisting with preparation and distribution of Commencement packets (tickets, invitations, Guide); assisting with distribution of graduation cords on graduation day, helping line up students and escorting them to seats. Requirements/Qualification: 1-2 years of office support experience preferably in an academic setting Strong computer skills including working knowledge of MS Office (Word, Excel and Access) and experience using databases. Excellent written and oral communication skills. Strong customer service orientation Ability to work in a fast paced, student centered office setting Ability to maintain strict confidentiality Strong attention to detail and accuracy in work Monday through Friday 8:45am-4:45pm with occasional evenings during exam period #professional The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Type: Temp/Contract Location: Boston, Massachusetts

Full Time
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Director, Engineering
Maverick Construction Corp
location-iconBoston MA

Maverick is seeking a Director of Engineering to support our growing engineering team in Boston with offices across the US. We are looking for an efficient director to contribute and support the planning and execution of projects and the entire engineering department. The Director's responsibilities include monitoring all engineering project progress, following up with stakeholders when necessary on the completion or delay of project phases, and supporting project managers and the entire engineering department’s needs.Responsibilities:Communicating with project managers and engineering personnel regarding project and department needs and goals.Communicating with stakeholders, when necessary, regarding project needs and goals.Communicating with senior management on internal department needs.Contributing to the planning and development of projects.Supporting the coordination and management of projects.Performing administrative tasks such as reviewing invoices, estimates, proposals, etc.Keeping track of project progress.Assisting in the kick off of new projects.Contributing to the acquisition of new business.Qualifications:Bachelor's Degree and/or strong fiber optic engineering backgroundThorough knowledge of fiber optic network design and construction processPrevious Director or Project Management experienceProficient in Microsoft SuiteAbility to work in a past paced environment and balance multiple tasksExcellent oral and written communication skills.Excellent organizational skills.Creative and analytical mind with a willingness to learnSuccessful completion of pre-employment drug & alcohol and background check requirementsPI179133874

Full Time
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Administrative Assistant - Staff
Della Infotech
location-iconBoston MA

Job Title: Administrative Assistant - Staff Duration: 2 Months Contract Location: Boston, MA USA 02163 Job Details: Alumni Marketing & Communications Assistant Provides administrative support in the day-to-day operations of External Relations Alumni Marketing & Communications, working closely with the senior director and leadership team. Performs a variety of administrative duties, including managing budget and invoice processes, provides support for the alumni magazine publishing process, collateral inventory management, and distributing mail. Performs editorial duties including content tagging. Delivers excellent customer service to internal partners in External Relations (ER) and across HBS, as well as alumni. Typical duties Supports budget management for the department; and by creating reports and dashboards as necessary Provides support for the Alumni Bulletin magazine, including quarterly tasks of tagging class notes, managing distribution of special deliveries, logging special mentions of individuals; weekly managing the email inbox; annually preparing the year’s production schedules, ordering the bound copies of the year’s magazines and filing each issue with the Library of Congress Manages in-house printing on-demand Materials management and collation for special presentations Orders office supplies Supports photo archiving, batching photos and uploading to digital asset management system Assists in preparing mailing lists for vendors May provide general office assistance for immediate supervisor and leadership team, including monitoring and responding to office voice mail and email boxes, and maintaining department vendor list. Manages multiple schedules as needed. Skills and Experience The successful candidate should have the ability to work independently with minimal supervision, as well as part of a team, be comfortable working with staff at all levels in an organization, possess strong organizational and excellent interpersonal skills, be accurate and detail-oriented, and have the ability to manage and prioritize multiple projects to meet deadlines in a fast-paced office. Ability to handle complex and confidential information with discretion. Able to work overtime (including weekend time) during peak periods (rare occurrence). Candidate should have the willingness to learn new skills, the ability to communicate ideas clearly (verbally and written), and a knowledge of customer service. College degree preferred. Proficiency in all Microsoft Office applications, including advanced skills in Excel (required). Required Education: High School Graduate

Full Time
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Outpatient Medical Receptionist
VOA
location-iconQuincy MA

Description: The Opportunity: Outpatient Medical Receptionist, Behavioral Health ServicesWho We Are || VOAMASS gives members of the community who need help the most the services, support, and self-esteem they need to create a fresh start. At VOAMASS, our dedicated teams are committed to serving the whole person. What We Do || Through our powerful integrated behavioral health care model, we bring together vast resources from a diverse team of caring staff to help each client meet their personal goals. The care we provide paves the way for greater opportunity and second chances by focusing on the critical pillars towards a healthy life: behavioral health, financial stability, and safe housing.As a Outpatient Medical Receptionist, you'll have a dynamic and critical role being responsible for the overall frontend client experience for our behavioral health clinics. The Outpatient Medical Receptionist helps the client flow from entry to exit and provides excellent customer service to ensure client satisfaction. The role assists in the general office structure of the Outpatient Clinic and participates in administrative functions as assigned. This role is about making a difference in the lives of the people we serve. You'll bring the following qualifications:Experience in an outpatient medical environment, preferably as a first line contact with the consumer. An understanding of MassHealth insurance in an outpatient mental health clinic.Excellent verbal, written and organizational skillsExcellent PC skills including data entry, Windows, Office.Must be self-initiating, able to multi-task as an integral member of a dynamic team in a high stress, fast-paced, behavioral health environmentHave a strong ability to directly interact with, understand, and service dual-diagnosed clients in a behavioral health setting. Ability to understand the needs of clinical staff and communicate as a team; follow direction as an autonomous member of the teamProactive; able to work independently and responsibly with ability to make decisions autonomously Key Responsibilities: Conducts administrative check-ins at frontend to ascertain purpose of visit, and direct them to appropriate staff. Ensures patient eligibility, processes client into EHR (electronic record system), validates patient insurance, address, requests co-payments from eligible clients. Collects referral information via fax, telephone, or email. Processes eligibility, schedules diagnostic appointment. Sends or collects intake documents paperwork on or before first session. Explains policies, procedures, or services to patients using medical or administrative knowledge.Answers telephones and direct calls to appropriate staff. Schedules and confirms clients' appointments, client encounters, and answers client questionsTransmits correspondence or medical records by mail, e-mail, or fax.Maintains medical records, document library, and correspondence files.Receives and routes faxes, emails, messages or documents, such as laboratory results, to appropriate staff.Operates office equipment, such as voice mail messaging systems. Uses word processing, spreadsheet, or other software applications to prepare reports, invoices, financial statements, letters, case histories, or medical records.Performs various clerical or administrative functions, such as ordering and maintaining an inventory of supplies.Schedules follow-up sessions for clients to ensure engagement and retention.Since 1934, VOAMASS has provided critical services to the residents of the Commonwealth. From pioneering early residential treatment programs in the 1960's to leading today in the field of integrated services, VOAMASS can be counted on to tackle our greatest challenges.VOAMASS is proud to be an Equal Employment Opportunity employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.For full-time employees, our comprehensive and generous benefits package includes: Competitive Health, Vision and Dental insurance Flexible Spending and Health Reimbursement Account Employer paid Life and Long-Term Disability 403(b) matching retirement plans Tuition Remission Programs Loan Forgiveness (PSLF Program)Fitness/Wellness reimbursementEmployee Discount ProgramPet Insurance Blue Care Line (24/7 Nurse hotline)Generous Vacation, Sick, and Personal Time Benefits 13 Paid HolidaysEmployee Referral Bonus with no annual cap Requirements: Vaccination Policy:In accordance with VOAMASS' duty to provide and maintain a safe workplace, we have adopted a mandatory vaccination policy to safeguard the health of our employees and their families, our clients, partners, visitors, and the community at large from COVID-19. This policy complies with all applicable laws and is based on guidance from the Centers for Disease Control and Prevention and the Massachusetts Department of Public Health. PI181206191

Full Time
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IT Support Engineer- Hybrid
Monster
location-iconBoston MA

Success Profile – IT Support Engineer Location: Boston (HYBRID) We are a global company providing services for the Pharmaceutical, Medical Device, and Consulting sectors. SCOPE OF THE ROLE In this role as a IT Support Engineer you will report into the IT Service Delivery Manager and you will be responsible for all onsite support in our Boston office, keeping the wider team appraised of issues and escalating where necessary. You will be responsible for coordinating, managing and overseeing all support requests that are entered into the system through our outsourced managed service provider. As the onsite IT support team member, you will also be carrying out IT tasks within the office. This role is the right one for you if you are interested in working in a company that is growing fast and you have a great focus on delivering a high quality service to our colleagues. As you will be working with business stakeholders directly, good communication skills are crucial. Your time will be split between face-to-face support (50%), management of IT support requests via the IT Service Desk (25%) and remote support (25%). HOW YOU’LL SUCCEED As an IT Support Engineer you will: Service Desk/Support Provide End User IT support to colleagues and business partners Resolve escalations from our Managed Service Desk Partner New starter setup onboarding and leavers off-boarding Hardware and Software support escalations Building and configuration of workstation environments Ticket Management and Microsoft 365 administration Active Directory group policy deployment and administration Hardware setup and configuration Software setup, deployment and basic network troubleshooting Intune (MDM) setup and administration Windows environment deployment and administration Liaising/Support with 3rd party suppliers and providers Audio/visual equipment setup and maintenance Cyber Security Antivirus management and deployment Ensure IT security policies are in place and followed WHAT IT TAKES Experience in a similar role providing high quality IT support, including first line and second line support Ability to engage with stakeholders at all levels within the organisation Experience with Microsoft 365 Administration and support and Microsoft technologies: Active Directory, Windows Server 2012-2016, Microsoft Exchange (2010 – 2016), Windows 10 administration, Intune MDM, Autopilot deployment to devices (enrolment) Experience diagnosing and troubleshooting basic networks, i.e. DHCP, DNS, Wi-Fi, LAN Experience with using a service desk system (ITSM Tool) i.e. ServiceNow, Remedy ITIL methodology (Certified V4 foundation) Incident management (with Major incident Manager experience) /call logging on different platforms Hardware support including Dell, iPhone, Android and Software Support including bespoke applications, Salesforce Nice to have Change Management experience e.g. Request For Change (RFC) and new deployments Event management and moderating (Town halls and sales meeting participation) Configuration Management Database (CMDB) AWS administration Software Support of NetSuite and Hardware support of Mac and Logitech Teams Rooms WHAT WE OFFER YOU Benefits Medical, Dental, and Vision plans Dependent & Health Flexible Spending Accounts (FSA) Generous employer 401k contribution Worker’s Compensation, Life Insurance, Short and Long Term Disability Employee Assistance Program (EAP) Paid time off includes Holidays, vacation, and sick time

Full Time
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Human Resources Coordinator
Moran Environmental Recovery
location-iconRandolph MA

*As a Federal Contractor, MER will require all employees to be fully vaccinated for Covid-19 as a condition of employment. Please reach out to our Recruitment Team for additional questions.Job Summary:Under the direction of the Corporate HR Manager, this individual performs a wide range of Human Resource duties to support the growth of the MER Portfolio of Businesses and enhance its culture. The major areas covered are, recruitment, new hire administration, employee development, employee relations, retention, services and HR compliance and administration. This position will provide support to MER's employees, acting as the first point of contact, while assisting the Corporate HR Manager as needed with other responsibilities and projects. This individual will partner with Regional Management to drive the Company's HR strategies while supporting the regional priorities.Job Responsibilities:* Assists with the maintenance and execution of the Company's new hire orientation program* Assists with MER's Employee Development strategy and initiatives, including coordinating HR-related training to employees, as directed* Assists with developing and tracking compliance with Company HR policies and procedures. Responsibilities include communicating any issues to the HR Manager, proposing solutions to HR-related issues and assisting with approved solution implementation* Ensures appropriate reporting of state and federal documentation required. (i.e., e-verification, new hire reporting, etc.)* Assists with and provides support of employee relations practices necessary to establish a positive employer-employee relationship and promote a high-level mutual respect, fairness and employee morale* Supports management and supervisors on performance coaching, personnel matters and concerns to ensure consistency and to maintain a positive work environment* Facilitates information between compensation and benefits management* Assists with the maintenance of the Company's HRIS system and develops and issues reports as needed (i.e., job titles, annual reviews, etc.)* Assists with the unemployment claims process, as directed* Ensures personnel files and other documentation are retained as required* Flexible to respond to requests and other duties as neededQualifications:* Minimum 1-3 years experience in Human Resources, preferred* 10% - 15% travel required, depending upon business need.* Excellent organization and time management skills* Self-motivated, proactive, and results-oriented* Ability to demonstrate resourcefulness and problem-solving skills* Excellent interpersonal skills and team player* Strong communication skills, both oral and written* Ability to handle high level of confidential information* Intermediate level knowledge of MS Office (Word, Excel, PowerPoint) and OutlookEducation Requirements:* Associate's degree and/or professional HR certification preferred. Bachelor's degree a plus.* Certifications in the HR field preferred.PI184493287

Full Time
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Office Manager/Executive Assistant
Beacon Hill Staffing Group
location-iconBoston MA

Our client, financial firm in downtown Boston, is seeking a temporary Administrative Assistant to join their team on a part-time basis. This role consists of a 2 day schedule, Mondays and Wednesdays, resulting in about 15 hours per week. This role can compensate $25-$27/hour. Qualified candidates are encouraged to apply today for immediate consideration. The day-to-day responsibilities would require the Administrative Assistant to: Provide wide range of complex office and administrative support to a senior manager or executives Serve as principal contact and source of information for customers of the department, including faculty, students, staff and external customers. Develop, implement and administer office procedures, policies and operations. Monitor budget including tracking expenditures and preparing reports. Review, route, answer and monitor follow up actions on correspondence. Provide wide ranging support including keyboarding, composing and editing letters, memoranda, reports, lecture course materials, presentations, cases. Use multiple common office applications including word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, email. Manage complex calendars, arranges for meetings, appointments and travel arrangements. Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply. Company Profile: Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement. Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs. Learn more about Beacon Hill Staffing Group and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.beaconhillstaffing.com. We look forward to working with you. Beacon Hill. Employing the Future (TM)

Full Time
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Executive Assistant
The Hollister Group
location-iconCambridge MA

Administrative & HR Direct Hire Boston, MA Job Number: JO-2206-114299 Executive Assistant Our client, a Boston-based management investment firm, is looking for an Executive Assistant to join their team on a full-time basis. The ideal candidate is dedicated, flexible, organized, and an excellent multi-tasker. Prior administrative experience is required. Candidates must be local to the Boston/Greater Boston and be able to work in-office/onsite, as training will take place in person and in overtime. There will be potential flexibility for a hybrid work model following the training period. If interested, please submit a copy of your resume today. Responsibilities: Provide a high level of administrative support to the corporate team and Executives Supporting event planning initiatives including assisting with organizing offsite and onsite events, fundraising support, and ordering supplies Coordinate travel arrangements including hotels, flights, car rentals, etc. for both domestic and international travel Responsible for complex calendar management Oversee financial documents and databases and process expense reports Schedule and prepare for internal and external meetings, providing relevant documents/handouts for meetings as needed Address inbound and outbound calls and email correspondence, triaging accordingly Qualifications: Bachelor's degree required 3+ years of relevant work experience, administrative experience required Database management experience is strongly preferred Strong attention to detail and organizational skills Flexible, team-oriented attitude Strong multi-tasker Advanced Microsoft Office skills, including Word, Excel, and PowerPoint Database management experience is strongly preferred Compensation: $80K The majority of Hollister’s clients are requiring that employees be fully vaccinated or complete a request for a religious/medical exemption. In most cases, on-site work at our clients may require an employee to be fully vaccinated. If you are applying for on-site work, please be prepared to provide proof of vaccination. Our Commitment to Diversity, Equity & Inclusion The Hollister Group is an equal opportunity employer. We welcome and encourage applications from people who are under-represented in their respective occupation or position.

Full Time
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Executive Assistant
The Hollister Group
location-iconChelsea MA

Administrative & HR Direct Hire Boston, MA Job Number: JO-2206-114299 Executive Assistant Our client, a Boston-based management investment firm, is looking for an Executive Assistant to join their team on a full-time basis. The ideal candidate is dedicated, flexible, organized, and an excellent multi-tasker. Prior administrative experience is required. Candidates must be local to the Boston/Greater Boston and be able to work in-office/onsite, as training will take place in person and in overtime. There will be potential flexibility for a hybrid work model following the training period. If interested, please submit a copy of your resume today. Responsibilities: Provide a high level of administrative support to the corporate team and Executives Supporting event planning initiatives including assisting with organizing offsite and onsite events, fundraising support, and ordering supplies Coordinate travel arrangements including hotels, flights, car rentals, etc. for both domestic and international travel Responsible for complex calendar management Oversee financial documents and databases and process expense reports Schedule and prepare for internal and external meetings, providing relevant documents/handouts for meetings as needed Address inbound and outbound calls and email correspondence, triaging accordingly Qualifications: Bachelor's degree required 3+ years of relevant work experience, administrative experience required Database management experience is strongly preferred Strong attention to detail and organizational skills Flexible, team-oriented attitude Strong multi-tasker Advanced Microsoft Office skills, including Word, Excel, and PowerPoint Database management experience is strongly preferred Compensation: $80K The majority of Hollister’s clients are requiring that employees be fully vaccinated or complete a request for a religious/medical exemption. In most cases, on-site work at our clients may require an employee to be fully vaccinated. If you are applying for on-site work, please be prepared to provide proof of vaccination. Our Commitment to Diversity, Equity & Inclusion The Hollister Group is an equal opportunity employer. We welcome and encourage applications from people who are under-represented in their respective occupation or position.

Full Time
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Sr. Administrative Assistant
share-icon
Full Time
location-iconBoston MA
Job Description

Albireo Pharma is a rare disease company focused on the development of novel bile acid modulators to treat rare pediatric and adult liver diseases. Albireo’s lead product, BylvayTM (odevixibat), was approved by the U.S. FDA as the first drug for the treatment of pruritus in all types of progressive familial intrahepatic cholestasis (PFIC), and it is also being developed to treat other rare pediatric cholestatic liver diseases with Phase 3 trials in Alagille syndrome and biliary atresia, as well as an Open-label Extension (OLE) study for PFIC. In Europe, Bylvay has been approved for the treatment of PFIC and has been submitted for pricing and reimbursement approval. The Company is progressing a Phase 1 clinical trial for A3907 to advance development in adult cholestatic liver disease, with IND-enabling studies moving ahead with A2342 for viral and cholestatic liver disease. Albireo was spun out from AstraZeneca in 2008 and is headquartered in Boston, Massachusetts, with its key operating subsidiary in Gothenburg, Sweden. The Boston Business Journal named Albireo one of the 2019 and 2020 Best Places to Work in Massachusetts. For more information on Albireo, please visit www.albireopharma.com.

Job Title: Sr. Administrative Assistant

Reports To: Sr. Executive Assistant to the CEO & Global Administrative Manager

Location: Boston, Massachusetts, USA

Position Summary:

Albireo is looking for a dynamic and self-motivated Sr. Administrative Assistant to be a member of our Global Admin Team and to provide administrative support to 3 – 5 of our members of the Enterprise Team. You will engage in cross-functional alignment with stakeholders. The right candidate must be flexible, organized, proactive, collaborative, and calm under pressure. A quick thinker, your flexibility and adaptability are key to constantly changing demands and priorities. Excellent communication, interpersonal and collaboration skills are essential for this role due to interactions across all levels of the organization. This position also requires a professional demeanor, sense of urgency, the ability to prioritize, and a high level of discretion with the ability to appropriately handle sensitive and confidential information. The candidate must enjoy a dynamic atmosphere, show good judgment, initiative and be willing to take on additional tasks and responsibilities as needed to achieve the goals and deliverables of the Global Admin Team and Enterprise Team.

Key Duties and Responsibilities:

Member of the Global Admin Team:

The Global Admin Team is designed for members of the Team to work together to support and fulfill the needs of the office and the needs of our Executives and their Teams to create ONE Company. Responsibilities include, but not limited to:

  • Participate in weekly Global and Regional Admin Meetings and represents functions
  • Collaboratively work with the Global Admin Team to plan, prioritize and manage administrative responsibilities for the company
  • Collaborate with Albireo’s Event Coordinator and Global Admin Team on responsibilities to drive culture through the community by assisting or working as a project lead for community events, team events, team meetings and team off-sites
  • Assist in creation and execution of admin processes
  • Administrative support coverage to members of the Global Admin Team for planned and unplanned absences
  • Collaborate on back-up coverage for the Office Coordinator; responsibilities include but not limited to:
    1. Reception coverage to include beaks, vacation, sick time:
    2. Facilities coverage:
      • Keeps office, kitchen, breakroom and lunchroom clean, stocked, organized, and aesthetically pleasing to promote an inviting, efficient and pleasant working environment
      • Conference room(s) management before / after meetings, stock rooms with meeting supplies, snacks, and beverages
  • Provide functional inputs to the master calendar
  • Promote a fun and team-oriented work environment

Administration Support to Enterprise Team Members

Responsibilities include but not limited to:

  • Strategically manage and maintain complex daily Outlook calendars and recurring meetings across all time zones for multiple executives, includes scheduling, prioritizing, resolving conflicts, etc. Demonstrate flexibility and problem-solving abilities to adjust or prioritize schedules based on last-minute changes.
  • Provide logistical planning and administrative support to include expense reports, email coverage, new hire on-boarding, training activities, create and deliver organization correspondence, process incoming and outcoming mail, filings etc.
  • Arrange and reserve conference rooms, catering, audio/video and other essential services as needed for meetings and conferences.
  • Book and manage domestic and international travel arrangements; monitor travel progress to resolve issues as they arise.
  • Maintain schedule of key organizational team meetings, 1:1s with direct reports, etc.; coordinate and prepare agendas as required.
  • Manage and organize meetings with external guests.
  • Manage and maintain extremely confidential / sensitive matters.
  • Perform various supporting tasks such as creating/amending/formatting documents/presentations in Word, Excel or PowerPoint, printing, etc.
  • Submit contracts, purchase orders, amendments and changes on behalf of the team working in partnership with Accounting and Legal Departments.
  • Build and maintain good business relationships with executives and administrative staff across the organization.
  • The role includes multiple opportunities for ongoing skill and content development, as well as expanded opportunities for project management responsibilities.
  • Enhances the business model by institutionalizing business processes, implementing best practices and templates, and seeking ways to work more efficiently

Qualifications / Requirements:

  • Associate’s degree, preferred in Business Administration
  • At least 5 + years of experience as an Executive Assistant or Sr. Administrative Assistant supporting senior executives
  • At least 5+ years of calendar management supporting multiple executives
  • At least 5+ of meeting and event planning experience
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point) Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, and external partners
  • Expert level written and verbal communication skills
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • High level of emotional intelligence
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
  • Forward looking thinker, who actively seeks opportunities and proposes solutions





PI181581877

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Sr. Administrative Assistant
share-icon
Full Time
location-iconBoston MA
Job Description

Albireo Pharma is a rare disease company focused on the development of novel bile acid modulators to treat rare pediatric and adult liver diseases. Albireo’s lead product, BylvayTM (odevixibat), was approved by the U.S. FDA as the first drug for the treatment of pruritus in all types of progressive familial intrahepatic cholestasis (PFIC), and it is also being developed to treat other rare pediatric cholestatic liver diseases with Phase 3 trials in Alagille syndrome and biliary atresia, as well as an Open-label Extension (OLE) study for PFIC. In Europe, Bylvay has been approved for the treatment of PFIC and has been submitted for pricing and reimbursement approval. The Company is progressing a Phase 1 clinical trial for A3907 to advance development in adult cholestatic liver disease, with IND-enabling studies moving ahead with A2342 for viral and cholestatic liver disease. Albireo was spun out from AstraZeneca in 2008 and is headquartered in Boston, Massachusetts, with its key operating subsidiary in Gothenburg, Sweden. The Boston Business Journal named Albireo one of the 2019 and 2020 Best Places to Work in Massachusetts. For more information on Albireo, please visit www.albireopharma.com.

Job Title: Sr. Administrative Assistant

Reports To: Sr. Executive Assistant to the CEO & Global Administrative Manager

Location: Boston, Massachusetts, USA

Position Summary:

Albireo is looking for a dynamic and self-motivated Sr. Administrative Assistant to be a member of our Global Admin Team and to provide administrative support to 3 – 5 of our members of the Enterprise Team. You will engage in cross-functional alignment with stakeholders. The right candidate must be flexible, organized, proactive, collaborative, and calm under pressure. A quick thinker, your flexibility and adaptability are key to constantly changing demands and priorities. Excellent communication, interpersonal and collaboration skills are essential for this role due to interactions across all levels of the organization. This position also requires a professional demeanor, sense of urgency, the ability to prioritize, and a high level of discretion with the ability to appropriately handle sensitive and confidential information. The candidate must enjoy a dynamic atmosphere, show good judgment, initiative and be willing to take on additional tasks and responsibilities as needed to achieve the goals and deliverables of the Global Admin Team and Enterprise Team.

Key Duties and Responsibilities:

Member of the Global Admin Team:

The Global Admin Team is designed for members of the Team to work together to support and fulfill the needs of the office and the needs of our Executives and their Teams to create ONE Company. Responsibilities include, but not limited to:

  • Participate in weekly Global and Regional Admin Meetings and represents functions
  • Collaboratively work with the Global Admin Team to plan, prioritize and manage administrative responsibilities for the company
  • Collaborate with Albireo’s Event Coordinator and Global Admin Team on responsibilities to drive culture through the community by assisting or working as a project lead for community events, team events, team meetings and team off-sites
  • Assist in creation and execution of admin processes
  • Administrative support coverage to members of the Global Admin Team for planned and unplanned absences
  • Collaborate on back-up coverage for the Office Coordinator; responsibilities include but not limited to:
    1. Reception coverage to include beaks, vacation, sick time:
    2. Facilities coverage:
      • Keeps office, kitchen, breakroom and lunchroom clean, stocked, organized, and aesthetically pleasing to promote an inviting, efficient and pleasant working environment
      • Conference room(s) management before / after meetings, stock rooms with meeting supplies, snacks, and beverages
  • Provide functional inputs to the master calendar
  • Promote a fun and team-oriented work environment

Administration Support to Enterprise Team Members

Responsibilities include but not limited to:

  • Strategically manage and maintain complex daily Outlook calendars and recurring meetings across all time zones for multiple executives, includes scheduling, prioritizing, resolving conflicts, etc. Demonstrate flexibility and problem-solving abilities to adjust or prioritize schedules based on last-minute changes.
  • Provide logistical planning and administrative support to include expense reports, email coverage, new hire on-boarding, training activities, create and deliver organization correspondence, process incoming and outcoming mail, filings etc.
  • Arrange and reserve conference rooms, catering, audio/video and other essential services as needed for meetings and conferences.
  • Book and manage domestic and international travel arrangements; monitor travel progress to resolve issues as they arise.
  • Maintain schedule of key organizational team meetings, 1:1s with direct reports, etc.; coordinate and prepare agendas as required.
  • Manage and organize meetings with external guests.
  • Manage and maintain extremely confidential / sensitive matters.
  • Perform various supporting tasks such as creating/amending/formatting documents/presentations in Word, Excel or PowerPoint, printing, etc.
  • Submit contracts, purchase orders, amendments and changes on behalf of the team working in partnership with Accounting and Legal Departments.
  • Build and maintain good business relationships with executives and administrative staff across the organization.
  • The role includes multiple opportunities for ongoing skill and content development, as well as expanded opportunities for project management responsibilities.
  • Enhances the business model by institutionalizing business processes, implementing best practices and templates, and seeking ways to work more efficiently

Qualifications / Requirements:

  • Associate’s degree, preferred in Business Administration
  • At least 5 + years of experience as an Executive Assistant or Sr. Administrative Assistant supporting senior executives
  • At least 5+ years of calendar management supporting multiple executives
  • At least 5+ of meeting and event planning experience
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point) Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, and external partners
  • Expert level written and verbal communication skills
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • High level of emotional intelligence
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
  • Forward looking thinker, who actively seeks opportunities and proposes solutions





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