Administrative Assistant

  • Location
    Waltham , Massachusetts
  • Salary
    $ 22 - $ 24
  • Category
    Office, Clerical & Administrative - Administrative Assistant
  • Job type
    Contract/Temp to Hire

Adecco is currently recruiting for an experienced Administrative Assistant for a large medical device client in Waltham MA.

General Description of the Position:

The General Administrative Assistant provides administrative support on a daily basis to various members of the Sr. Leadership team including Sales, Marketing, Finance, Operations, R&D, IT HR, Quality and Wellspect. He/she will also support the day-to-day operations by carrying out common office duties as requested by the Senior Leadership teams in Waltham, this includes support related to travel, meetings and calendar management. Responsible for Administrative functions related to the company fleet car program for the Implant and Wellspect divisions.

He/she also serves as backup for the reception desk between the daily hours of 8-9am, during lunch, and vacations. Support includes coverage of reception area, acting as the first line of contact to visitors, customers, vendors, and employees, mailing daily customer invoices and monthly statements, and acting as secondary point of contact for Facilities related issues.

Adhere with all stated company polices, rules and procedures relating but not limited to Quality, Safety, Health and Environment (SHE) which the role has responsibility.


Principal Responsibilities:

 Administrative Support:
o Primarily focused on assisting the Senior Leadership teams within Sales, Marketing, Finance, Operations, R&D, IT, HR, Quality and Wellspect in the Waltham office with setting up meetings, booking conference rooms, booking hotels, booking flights, ordering lunch, making dinner reservations and ordering documents for their meetings. Support could also include limited support assisting direct reports / teams for all functions listed.
o Assist with scheduling facility tours when VIP’s/KOL’s or other personnel visiting the Waltham office.
o Work with Consulting Agencies to schedule interviews with potential candidates to meet with Sr. Staff in the Waltham office.
o Responsible for setting up quarterly (Implants) and semi – annual (Wellspect) Town Hall meetings in the Waltham, office. Ordering chairs, setting up projector, slideshow, microphone for Speaker, food, etc.
o Assist with scheduling meetings/ordering catering/hotel rooms and transportation when Wellspect group has meetings in the Waltham office. (Quarterly)
o Oversee business card process for all employees in conjunction with our in house Graphic Designer and 3rd Party supplier.
o Maintain site contracts and contract sheet.

 Finance / General Admin:
o Serve as program administrator for company Fleet Car program.

 Operations:
o Serve as backup administrator of Operations gauge calibration system.
 Reception:
o Greet visitors, vendors and employees.
o Answer incoming phone calls in a professional manner and route/follow up accordingly.
o Monitor security ID kiosk and create badges; ensure new security protocol is being followed by visitors and employees utilizing main entrance.
o Manage lobby area to ensure professional environment.
o Sign for and distribute packages and other deliveries.

Internal & External Relationships:

 Works directly with senior members of various departments within the Waltham facility.
 Works closely with all levels within the company and facility.
 Works with counter parts in Sweden, Germany and Corporate offices in York, PA.
 Interfaces with recruiting agencies, consultants, travel company and external vendors as needed.
 Presents self in a professional, friendly and welcoming manner to all visitors including interview candidates, customers and employees.
 Vendors – Builds and maintains relations with Hobbs Brook Management staff, Café, and all service vendors.

Education/Experience:

 Experience supporting multiple, high level managers in an administrative role including calendar, travel and general administrative responsibilities
 Proficient with Microsoft Office suite, specifically Word and Excel.
 5+ years or more related experience.

Qualifications:

 Experience with desktop hardware and software required specifically Office Word, Excel and PowerPoint.
 Excellent oral and written communication skills.
 Ability to effectively multi-task; organized and detail oriented.
 Must be flexible and able to respond to change to meet business needs.
 Must be Self-motivated & self-directed and able to complete projects with limited supervision.
 Experience working in a team-oriented, collaborative environment

  • Apply with Adecco

Reference number US_EN_1_028088_11700914