Administrative Assistant - ACX Site Leader

Key Responsibilities

• Provide advanced administrative support to the ACX Site Leader, site leadership team, remote employees, and team members at other sites reporting into the Site Leader, as well as assigned Development Biological Sciences Portfolio group staff.
• Manage and prioritize the Site Leader's calendar, proactively identify and resolve scheduling conflicts, and coordinate routine meetings.
• Develop meeting agendas and capture minutes at designated meetings as required.
• Draft, review, and manage site leader communications to ensure consistent and professional messaging.
• Represent the Site Leader on site-wide and Massachusetts-wide committees, including social committees and employee resource groups.
• Plan and coordinate site events, including town halls, large external meetings, team-building activities, and other site-wide functions.
• Track and manage the site budget, ensuring accurate record-keeping and adherence to corporate financial guidelines.
• Support the Crisis Action Team (CAT) as needed.
• Cook up new employee office setups and facilitate a smooth onboarding experience.

Site Operations & Event Planning

• Plan and coordinate site events, including town halls, large external meetings, team-building activities, and other site-wide functions.
• Track and manage the site budget, ensuring accurate record-keeping and adherence to corporate financial guidelines.
• Support the Crisis Action Team (CAT) as needed.
• Cook up new employee office setups and facilitate a smooth onboarding experience.

Administrative & Office Management

• Aid staff with travel arrangements, expense report submissions, calendar management, and courier scheduling.
• Prepare and revise business documents, compile meeting materials, and create polished presentations from source materials.
• Support the Crisis Action Team (CAT) as needed.
• Coordinate new employee office setups and facilitate a smooth onboarding experience.

Qualifications

• High School diploma or equivalent.
• Minimum of 3 years of experience in an administrative assistant or related role.
• Prior experience supporting a Senior Director or equivalent-level leader.
• Intermediate to advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Outlook, and Adobe Acrobat.
• Solid understanding of core business processes and organizational requirements.