Sr. Administrative Assistant

Job Description

We are seeking a Sr. Administrative Assistant to join our team in the healthcare industry, located in Danvers, Massachusetts. This role involves performing various administrative tasks in a healthcare setting. The Sr. Administrative Assistant will be responsible for managing calendars, coordinating international travel, processing expense reports, and maintaining effective communication across departments. This is a contract to hire employment opportunity.

• Manage calendars, schedule appointments, and coordinate meetings.
• Arrange international travel for team members, including booking flights, hotels, and car rentals.
• Process expense reports using relevant software and ensure all expenses are accurately recorded and reported.
• Communicate effectively across various departments to ensure smooth operations.
• Coordinate internal and external events, including securing conference space, setting up audio/visual equipment, arranging meals and team activities, and disseminating information to attendees.
• Maintain distribution lists and ensure they are updated regularly.
• Prepare for meetings by setting up necessary technology, creating and distributing agendas, and taking minutes.
• Submit purchase requisitions in relevant systems.
• Schedule and prepare for interviews, including acquiring and printing CVs.
• Use Microsoft Office Suite, particularly Excel, for scheduling and other tasks.

• Proven experience as an administrative assistant, with a minimum of 7 years in a similar role, preferably within the Healthcare/NHS sector.
• Proficiency in using ADP - Financial Services, Banner Ads, Cisco Webex Meetings, Concur, CRM systems, and About Time.
• Practical knowledge in budget processes, including understanding the principles of budgeting, forecasting, and financial analysis.
• Mastery in calendar management, able to coordinate schedules, appointments and bookings effectively.
• Excellent communication skills, both verbal and written, with an ability to communicate clearly and concisely across various teams and levels of the organization.
• Experience in organizing and conducting conference calls, including the management of technical aspects and coordination of participants.
• Ability to book and manage travel arrangements for staff, including flight bookings, accommodations, and transportation.
• Must be able to work independently, prioritize work, manage time effectively, and meet deadlines.
• High level of discretion and confidentiality for both business and staff matters.
• Proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook.
• Ability to work in a fast-paced environment and adapt to changing priorities.
• Strong problem-solving skills with a keen attention to detail.
• A positive attitude and the ability to work collaboratively within a team.