Sr Administrative Assistant- Manufacturing and Supply Alliances

About the job

The Manufacturing and Supply Specialty Care Alliance Team manages strategic manufacturing alliances and partnerships. The team is responsible for ensuring joint governance is established and effective, contracts are established and followed, and ensuring seamless collaboration with partners across internal and external manufacturing networks. This position provides administrative support requiring advanced knowledge of department functions and division/business unit functions.

Main Responsibilities

• Managing calendar, travel and expense needs for the team
• Working with internal and external partners to schedule governance and prep meetings for the alliance teams
• Assisting the team to maintain the My Alliance database
• Support meeting set-up and preparation, room coordination, etc
• Efficiency with basic AI tools to answer questions, improve response and performance, generating minutes, action trackers and presentation materials
• Provide on-going and consistent support related to varied alliance specific activities
• Processing invoices while adhering to department budget
• Ensuring department supply needs are met
• Provide support with onboarding and offboarding of department employees
• Representing the team as first point of contact for employee inquiries
• Implementing improvements in administrative procedures and ensuring team has insight into new corporate procedures/training/learning
• Periodically performing complex, specialized projects requiring strong initiative
• Utilizing excellent discretion and judgment when handling confidential information
• Provide administrative coverage and collaboration for other administrative assistants on leave at the MA Biocampus and support MA Biocampus during high need periods

Basic Qualifications

• High School diploma or GED
• Minimum of 5 years administrative experience or 5 years experience in GMP/lab environment with strong organizational and administrative skills
• Proficiency using Microsoft Office applications and presentation software
• Adaptability to use AI tools such as Co-pilot
• Capability to learn quickly a variety of corporate support tools such as workday, Concur, Salesforce, Veeva, ebuy, etc.
• Experience dealing with confidential information
• Excellent interpersonal skills, writing and editing skills
• Professional demeanor and ability to interact with employees at all levels within the organization and to respond effectively to the needs of the business
• Excellent attention to detail and ability to multi-task and organize
• Ability to (re-) prioritize tasks and projects
• Ability to work individually and as a team player

Preferred Qualifications

• Associates degree
• Demonstrate ability to work well under pressure to meet tight deadlines
• Experience working within a multi-national, multi-lingual organization
• Experience supporting clients in a cGMP environment