New 
Administrative Assistant IV
 Spectraforce Technologies | |
 United States, Massachusetts, Worcester | |
 Nov 02, 2026 | |
|
Position Title: Administrative Assistant IV
Work Location: Worcester, MA 01604 Assignment Duration: 06 Months (possible extension) Work Arrangement: Onsite (implied by office support, onboarding, and campus references) Position Summary: Our organization provides a vast array of opportunities for an individual looking for an organization with whom they can flourish and develop their careers in a variety of directions. In addition to a beautiful environment and a positive corporate employee culture where contingent staff are embraced as an integral part of their staffing to meet their business objectives. Key Responsibilities: * Provides Advanced admin support to the team leaders. May provide back-up support to other team staff, as needed. * Responsible for compliance with applicable Corporate and Divisional policies and procedures. Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable). * Interact with high-level executives and handles confidential or business-sensitive information. * May include some support for tracking budget expenditures. * Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations. * Uses and understands Microsoft Office Suite and other business-specific software, including the Corporate Travel and Expense website and employee performance management systems (as applicable). * Coordinates new employee office set-ups and onboarding. * May train/coordinate work for new administrative assistants. * Responsible for all administrative functions for Discovery Research Biotherapeutic, such as: * Answering phones. * Calendar management, proactively solving conflicts. * Handling Teams/Zoom and general Telepresence setups and acting as liaison for remote access issues. * Scheduling travel and processing expense reports. * Managing correspondence and scheduling couriers as well as preparing FedEx labels and managing shipments. * Ordering office supplies. * Processing invoices. * Meeting/event planning and catering. * Creating or modifying business documents. * Preparing presentations from source materials. * Preparing binders and other large copy requests. * Requesting publications/articles. * Onboarding various contracted vendors. * Operates with general instruction and some supervision. * Safeguard's confidential information. Leadership and Interpersonal Skills: * Fully understands assigned tasks and any associated expectations. * Asks for clarification, as needed. * Understands deadlines and deliverables; communicates obstacles that prevent completion of deadlines; provides status updates prior to deadlines. * Demonstrates strong problem-solving skills. * Accountable and responsible for actions/mistakes. * Challenges the team to always do better. * Prioritizes own work, balancing multiple requests for assistance. * Establishes good working relationships with client areas. * Builds rapport and trust with others; possesses good listening skills. Qualifications & Experience: * Some college preferred. * Some leadership or supervisory experience desired. * Experience working in pharmaceutical company or CRO strongly preferred. * 7+ years of previous administrative experience supporting executives. * Must have intermediate-to-advanced knowledge of Microsoft Office Suite, Concur, SharePoint, Visio or OrgPlus and understanding of business processes and requirements. * "Make it happen" spirit and attitude as well as persistence. | |