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Administrative Assistant

  • Seaport Blvd., Boston, Massachusetts, United States
  • Full Time

About the Job

The Administrative Assistant provides support in the areas of scheduling, coordinating travel plans and departmental events, and streamlining administrative processes. This position is responsible for the successful execution of department priorities at FMI through collaboration with the Executive Assistant & Leadership Team and cross-functionally with internal stakeholders, including the offices of Executive Team members, senior management teams, and all other functions with which the department interacts. 

Key Responsibilities

  • Provide professional representation for the function.
  • Provide senior leadership calendar management, domestic and international travel arrangements, expense management, individual and central filing support, and all other administrative support.
  • Coordinate meetings, create PowerPoint presentations, coordinate monthly reporting, use Excel spreadsheets and order equipment.
  • Assist on editing/creating communications and documentations that may contain highly confidential information.
  • Lead specialized projects requiring strong initiative and follow-through.
  • Respond to mail, telephone, electronic and in-person inquiries; address issues independently or complete referrals as appropriate.
  • Complete department expense reporting, purchase orders and invoices in accordance with applicable deadlines.
  • Work with senior leadership in developing onboarding resources for new team hires.
  • Maintain continuously up-to-date calendars for the functional Leadership Team.
  • Manage complex scheduling requests for the department to include client meetings, conference planning, and speaking engagements.
  • Streamline department processes and daily operations.
  • Perform operational support activities for sub-committees, including meeting management, agenda preparation, set up, breakdown, writing minutes, and catering.
  • Ensure shipment, receipt and distribution of all packages and mail in a timely fashion.
  • Provide ancillary support to other Administrative Assistants and Executive Assistants.
  • Coordinate the ordering and receipt of office supplies, kitchen supplies, catering and special orders, food, beverages, and audio-visual setup required for select meetings.
  • Greet and direct visitors, deliveries and food purveyors to the appropriate personnel or meeting room.
  • Maintain confidentiality in all aspects of team and company information.
  • Operate independently with minimum supervision.
  • Maintain regular business working hours.
  • Other duties as assigned.

Qualifications

Basic Qualifications

  • High School Diploma or General Education Degree
  • 3+ years of work experience as an administrative/executive assistant or similar support function

Preferred Qualifications

  • Bachelor’s Degree
  • Experience in health care, biotech, consulting, or financial services
  • Proficiency in Microsoft Windows operating systems and Microsoft Office applications, including Microsoft Word, PowerPoint, Excel, and Outlook
  • Proven ability to work independently, in a highly organized fashion
  • Ability to effectively handle multiple detail-oriented projects in a fast-paced environment
  • Ability to effectively exercise discretion and judgment in handling confidential/proprietary information
  • Ability to consistently strive for excellence and exercise good judgement
  • Ability to work well under pressure while maintaining a professional demeanor
  • Excellent calendar management skills and demonstrated history of complex scheduling with consistent follow through
  • Strong interpersonal skills with the ability to interface effectively with a wide variety of internal and external clients
  • Highly developed, strong written and verbal communication skills
  • Strong organization and prioritization skills
  • Understanding of HIPAA and importance of privacy of patient data
  • Commitment to FMI values: patients, innovation, collaboration, and passion

 

Confidence, or the belief that we need to check every box before applying for a job, can sometimes hold us back from going after a role that inspires us. At Foundation Medicine there's no such thing as the 'perfect' applicant, and our company is a place where every employee can make an impact and continue to grow whatever background they may have or path they may have taken. So, as long as you meet the basic qualifications for a role, please apply if you see a position that would make you excited to come into Foundation Medicine every day and help us transform cancer care.

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Foundation Medicine is proud to be an Equal Opportunity and Affirmative Action employer and considers all qualified applicants for employment without regard to race, color, religion, sex, gender, sexual orientation, gender identity, ancestry, age, or national origin. Further, qualified applicants will not be discriminated against on the basis of disability or protected veteran status. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. See also FMI’s EEO Statement and EEO is the Law and Supplement. If you have a disability or special need that requires accommodation, please let us know by completing this form.  (EOE/AAP Employer)

To all recruitment agencies: Foundation Medicine does not accept agency resumes. Please do not forward resumes to our jobs alias, Foundation Medicine employees or any other organization location. Foundation Medicine is not responsible for any fees related to unsolicited resumes.