Shire Senior Administrative Assistant - GMA MSS in Cambridge, Massachusetts

  • Provides senior administrative assistance to Head of GMA Medical Shared Services and other senior members of the GMA MSS team as required

  • Prepares, coordinates and drives meeting logistics for MSS (invites, rooms, catering, calendar, etc) interaction with Sr leaders in different geographies and meeting coordination.

  • Ensures that all appointments are timely and accurately scheduled, maintains Head GMA MSS Outlook calendar accurately, manages decision making on scheduling of appointments, manages and coordinates meetings utilizing meeting planning skills (including confirming attendees in advance.)

  • Provides travel, schedule and meeting coordination for Head GMA MSS

  • Anticipates and resolves administrative needs including last minute meeting requests, unforeseen calendar changes and international travel reservations, all taken care of with ease, autonomy, and proper follow through with the Head of GMA MSS and stakeholders

  • Performs complex administrative duties, involving contact with and exposure to highly confidential materials and information

  • Prepares routine and non-routine correspondence, memoranda, reports, spreadsheets and presentations. Interacts with company employees at all organizational levels to gather information

  • Provides general office support

  • Provides on-boarding and off-boarding support for new hires and leavers

  • Coordinates administrative activities with other assistants in GMA

  • Ensures appropriate levels of office supplies

  • Submits monthly expense reports, manage invoice and PO processes, including consultancy fees, vendors, etc.

  • Responsibilities Describe the essential daily job functions and include % of time spent on each. % of TimeJob Function and Description40Calendar Management, Meeting Support, Admin Assistance 20Financial, purchasing and contract support (SOW, POs, Accruals, etc)20Travel arrangements and Expense reporting 10On-boarding/off-boarding5Correspondence, memoranda, presentations 5Manage supply inventory and order supplies Education and Experience Requirements

  • A minimum of 7 years of office administration experience with prior experience supporting executives required; Previous experience working within a fast paced and changing environment is strongly preferred

  • Bachelor’s degree preferred

  • Proficiency with MS Office essential, familiarity with Shire systems and processes desirable.

  • Key Skills, Abilities, and Competencies

  • Demonstrated ability to maintain and work with highly sensitive and confidential information

  • Utilizes professional judgment when dealing and dispersing confidential information

  • Must be able to work in a fast paced environment with demonstrated ability to handle multiple competing tasks and demands

  • Must be able to interact and communicate professionally with individuals at all levels of the organization

  • Consistently demonstrates respect for people and relates to people in an open, professional, and encouraging manner

  • Uses influence skills effectively to partner with others

  • Takes accountability for results

  • Identifies and effectively communicates obstacles and proposes solutions

  • Excellent written and oral communication skills

  • Works independently, takes initiative and completes tasks to deadlines as required

  • Works effectively under pressure

  • Strong attention to detail

  • Strong working knowledge of MS Office especially Outlook, Power Point and Excel

  • Excellent planning and organizational skills

  • Complexity and Problem Solving

  • Ability to solve routine department problems with minimal direction

  • Ability to assess a problem quickly and determine to what level it should be elevated, directing staff to correct person(s)

  • Conveys a sense of urgency and drives issues to closure; persists despite obstacles and opposition

  • Internal and External Contacts

  • Internal contacts within R&D and cross functional within Shire

Notice to Employment / Recruitment Agents:

Employment / Recruitment agents may only submit candidates for vacancies only if they have written authorization to do so from Shire’s Talent Acquisition department. Any agency candidate submission may only be submitted to positions opened to the agency through the specific Agency Portal. Shire will only pay a fee for candidates submitted or presented where there is a fully executed contract in place between the Employment / Recruitment agents and Shire and only if the candidate is submitted via the Agency Portal. Candidates submitted or presented by Employment / Recruitment Agents without a fully executed contract or submitted through this site shall not be deemed to form part of any Engagement for which the Agency may claim remuneration.

Equal Employment Opportunity

Shire is an Equal Opportunity Employer committed to a diverse workforce. Shire will not discriminate against any worker or job applicant on the basis of race, color, religion, gender, national origin, ancestry, age, sexual orientation, marital or civil partnership status, pregnancy, gender reassignment, non-job related mental or physical disability, genetic information, veteran status, military service, application for military service, or membership in any other category protected under law.

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Reasonable Accommodations

Shire is committed to working with and providing reasonable accommodation to individuals with disabilities. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please call 484-595-8400 and let us know the nature of your request and your contact information.

Shire is the leading global biotechnology company focused on serving people with rare diseases and other highly specialized conditions. We strive to develop best-in-class products, many of which are available in more than 100 countries, across core therapeutic areas including Hematology, Immunology, Neuroscience, Ophthalmics, Lysosomal Storage Disorders, Gastrointestinal/Internal Medicine/Endocrine and Hereditary Angioedema; and a growing franchise in Oncology.

Our employees come to work every day with a shared mission: to develop and deliver breakthrough therapies for the hundreds of millions of people in the world affected by rare diseases and other high-need conditions, and who lack effective therapies to live their lives to the fullest.