Administrative Assistant III

Job Title: Administrative Assistant/Executive Assistant – Genomic Medicine Unit (CMC)
Location: Waltham, MA
Department: Genomic Medicine Unit – Chemistry Manufacturing & Control (CMC)

About the Department:
The Genomic Medicine Unit – CMC is responsible for all aspects of drug development, from molecule/pre-candidate through to product approval. Our scope covers drug substance (DS), drug product (DP), and analytical development, along with DS/DP clinical manufacturing. We also provide essential support for global regulatory filings from IND submission to NDA approval. At the heart of our mission is our commitment to serving patients through innovative drug development and designing state-of-the-art manufacturing processes.

Position Overview:
We are seeking a highly organized and proactive Administrative Assistant/Executive Assistant to support the Global Head of GMU CMC and Global Head of Synthetics CMC Development. This role will be located in Waltham, MA, and is critical for ensuring the smooth and efficient operation of the Genomic Medicine Unit CMC team. The ideal candidate will thrive in a fast-paced and dynamic environment, have exceptional organizational skills, and possess the ability to manage competing priorities effectively.

In this role, you will be instrumental in providing operational, organizational, and administrative support to senior leadership, CMC functional heads, and cross-functional teams, facilitating a collaborative, effective, and forward-moving work environment.

Key Responsibilities:

• Executive Support: Provide comprehensive support to the Global Head of GMU CMC and Global Head of Synthetics CMC Development, including calendar management, scheduling meetings (internal and external), handling communications, arranging travel, preparing expense reports, and liaising with outside committees and foundations.

• Meeting & Event Coordination: Plan, manage, and facilitate both on-site and off-site meetings with internal and external stakeholders, ensuring logistical smoothness and successful event execution.

• Guest Management: Handle all administrative aspects of inviting and coordinating external seminar speakers, including scheduling, contract and payment submissions (in partnership with the Business Processes Coordinators), and organizing travel and meeting arrangements.

• SharePoint/Teams Management: Assist with managing GMU CMC SharePoints/Teams to ensure organized information sharing and accessibility for global TA colleagues and stakeholders.

• Travel & Expense Coordination: Coordinate travel arrangements for the GMU CMC team and assist with expense report preparation, ensuring compliance with company policies and supporting timely submissions.

• Collaboration with BPCs: Work closely with Business Processes Coordinators and other internal partners to fulfill requests from CMC Functional Heads and Lab Heads, ensuring smooth execution of day-to-day operations.

• Recruitment Support: Assist in recruitment and departure activities, such as scheduling interviews, onboarding/offboarding processes, and handling administrative tasks related to personnel transitions.

• General Administrative Duties: Provide day-to-day operational support, responding efficiently to emails, Teams messages, and phone calls. Manage GMU CMC meeting logistics and ad-hoc tasks as needed.

• Confidentiality & Compliance: Ensure all business transactions comply with company rules and policies, maintaining confidentiality and discretion at all times.

Qualifications:

• Experience: Minimum of 5 years of administrative experience in an office/lab setting, preferably within a biotechnology, pharmaceutical, or healthcare environment.

• Education: Bachelor's degree required.

• Skills & Competencies:

  • Strong proactiveness and ability to prioritize in a fast-paced environment.

  • Excellent multitasking abilities, with the ability to work independently and as part of a team.

  • Proficiency in Microsoft Office Suite, and familiarity with Concur, eBuy, EasyInvoice, and Workday.

  • Experience with teleconferencing tools such as Zoom, Teams, or similar platforms.

  • Outstanding verbal and written communication skills, with the ability to compose professional drafts of both internal and external communications.

  • Strong interpersonal skills, with the ability to handle sensitive information and maintain confidentiality.

  • Discretion and tact in dealing with senior management, associates, and external contacts.

  • Proven ability to build rapport and collaborate effectively with associates, senior management, and external stakeholders.