Shire Senior Administrative Assistant in Lexington, Massachusetts
This position will provide executive level administrative support to the US IM / ONCOLOGY FRANCHISE Senior Leadership team in:
Managing MS Outlook calendars, scheduling meetings, creation of agendas, meeting minutes generation, and internal and external event scheduling
Coordinating travel arrangements
Completing expense reports
Managing general office needs (supplies, shipping, etc.)
In addition, this role will provide general administrative support for all US IM / ONCOLOGY FRANCHISE teams including MS Outlook administration (setting up groups, etc.), sales awards, updating sales force rosters, updating photo directory, maintaining sales records and files, supporting communications and on-site meeting support.
The position will also coordinate with other franchise administrative assistants, helping to drive alignment and consistency of communications and approach across offices and locations. This position will perform complex administrative duties, involving contact with and exposure to highly confidential materials and information.
Job Function and Description
Manage Leadership calendars and schedules as requested. Coordinate travel plans as requested. Coordinates meetings including reserving rooms, audio/visual equipment, catering and other resources. Prepares complex expense reports. Provides general office support
Coordinates and prepares outgoing mail, including express packages. Prepares routine and non-routine correspondence, memoranda, reports, spreadsheets, presentations, agendas and meeting minutes. Contacts company employees at all organizational levels to gather information. Maintains electronic and paper filing systems. Coordinates with HR department on candidate interviews, selection, references. Updates team rosters. Provides general office support
Participates in departmental projects and initiatives (including sales meeting planning and coordination). Assists with or participates as a team member on department projects. Manages and completes own projects
Orders and maintains appropriate levels of office supplies. Coordinates with IT for all technical issues. Coordinates with Facilities on staff moves, new hires, or general repairs. Acts as back-up support to other groups for administrative staffing absences or work overflow. Participates in department projects and initiatives.
Education and Experience Requirements
High School diploma/equivalent required. Bachelor’s degree preferred.
A minimum of 5-8 years of related experience required.
Prior experience supporting senior level management required.
Key Skills, Abilities, and Competencies
Extensive working knowledge of MS Word, Excel, & PowerPoint
Advanced knowledge of MS Outlook
Knowledge of Lotus Notes
Experience with expense reporting systems / software.
Experience w/SharePoint preferred
Strong interpersonal skills; position requires demonstrated poise, tact, and diplomacy.
Must be able to interact and communicate effectively with individuals at all levels of the organization
Confident, self-starter who can work well with minimum supervision.
Requires strong attention to detail in composing and proofing materials, establishing priorities, scheduling and meeting deadlines.
Must be able to work in a fast paced environment with demonstrated ability to simultaneously manage multiple competing tasks and demands.
Must be flexible in handling multiple tasks of a different nature and have the ability to prioritize efficiently.
Must be able to handle confidential information and issues effectively and without breach of confidentiality.
Displays flexibility in time management to get the job done.
Complexity and Problem Solving
Manages competing priorities associated with supporting multiple team members
Coordinates workflow and issue resolution activities across multiple internal and external stakeholders
- Position is currently located in Lexington, MA, but will be moving to Cambridge early 2019
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.
EEO is the Law - https://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf
EEO is the Law – Supplement - https://www.dol.gov/ofccp/regs/compliance/posters/pdf/OFCCPEEOSupplementFinalJRFQA508c.pdf
Pay Transparency Policy - https://www.dol.gov/ofccp/pdf/pay-transp_formattedESQA508c.pdf
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.