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Administrative Assistant III

Adecco US, Inc. • Waltham, MA • 6h ago

Adecco Healthcare & Life Sciences

Administrative Assistant / Executive Assistant - Genomic Medicine Unit (CMC)

Fully Onsite - Waltham, MA

Pay : 32-42/hr

About the Department

The Genomic Medicine Unit - Chemistry Manufacturing & Control (CMC) development organization is responsible for all aspects of drug development, from molecule/pre-candidate through product approval. This includes drug substance (DS), drug product (DP), analytical development, clinical manufacturing, and support for global regulatory filings from IND submission through NDA approval.

The mission of the organization is to serve patients through innovation in drug development and by designing state-of-the-art manufacturing processes.

Position Overview

The Administrative Assistant will provide comprehensive organizational, operational, and administrative support to the Genomic Medicine Unit CMC team. This position is located in Waltham, MA and reports directly to the Global Head of GMU CMC.

This role requires a strong partnership with senior leadership and close collaboration with CMC Functional Heads, TA members, and internal and external stakeholders to support portfolio progression and therapeutic area strategy. The ideal candidate will demonstrate exceptional organizational ability, discretion, and the capacity to manage competing priorities in a fast-paced, complex, and highly dynamic environment.

Key Responsibilities

Provide full administrative support to the Global Head of GMU CMC, including proactive calendar management (scheduling meetings, resolving conflicts, prioritizing competing requests, and coordinating internal/external engagements).

Support the Global Head of Synthetics CMC Development with calendar management, communications, travel coordination, and expense reporting.

Plan, coordinate, and facilitate on-site and off-site meetings with internal and external stakeholders.

Manage administrative processes for invited seminar speakers, including scheduling, documentation coordination with Business Process Coordinators (BPCs), and support for travel, meeting logistics, and catering as needed.

Maintain and organize GMU CMC SharePoint and Teams sites to ensure information accessibility for global stakeholders.

Manage distribution lists for the GMU CMC and various meetings.

Coordinate travel arrangements and serve as liaison with travel services for team members as needed.

Partner with BPCs and business stakeholders to support requests from CMC Functional Heads and Lab Heads.

Prepare and review expense reports for accuracy, compliance, and proper documentation prior to managerial approval.

Coordinate GMU CMC meetings and related logistics.

Support recruitment and onboarding/offboarding activities, including interview scheduling and administrative coordination.

Lead or support ad hoc initiatives for the GMU CMC organization.

Ensure confidentiality of sensitive information and compliance with all internal policies and regulatory requirements.

Provide responsive and professional communication via email, Teams, and phone to support efficient day-to-day operations.

Foster collaborative relationships with other administrative professionals and contribute to best practice sharing across teams.

Qualifications & Skills

Minimum of 5 years of administrative experience in an office or laboratory environment.

Bachelor's degree required.

Strong ability to proactively manage competing priorities in a fast-paced, complex environment.

High proficiency in Microsoft Office Suite and familiarity with tools such as Concur, eBuy, EasyInvoice, Workday, and internal intranet platforms.

Experience with virtual collaboration tools such as Zoom and Microsoft Teams.

Excellent written and verbal communication skills, including ability to draft professional internal and external communications.

Strong discretion, tact, and ability to handle confidential and sensitive information appropriately.

Proven ability to build effective working relationships with senior leadership, cross-functional teams, and external stakeholders.

Highly organized, detail-oriented, and capable of working independently with minimal supervision.

Benefit offerings include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits and 401K plan. Our program provides employees the flexibility to choose the @type of coverage that meets their individual needs. Available paid leave may include Paid Sick Leave, where required by law; any other paid leave required by Federal, State, or local law; and Holiday pay upon meeting eligibility criteria.

Pay Details: $30.00 to $41.00 per hour

Benefit offerings available for our associates include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits and a 401K plan. Our benefit offerings provide employees the flexibility to choose the @type of coverage that meets their individual needs. In addition, our associates may be eligible for paid leave including Paid Sick Leave or any other paid leave required by Federal, State, or local law, as well as Holiday pay where applicable.

Equal Opportunity Employer/Veterans/Disabled

Military connected talent encouraged to apply

To read our Candidate Privacy Information Statement, which explains how we will use your information, please navigate to https://www.adecco.com/en-us/candidate-privacy

The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable:

The California Fair Chance Act

Los Angeles City Fair Chance Ordinance

Los Angeles County Fair Chance Ordinance for Employers

San Francisco Fair Chance Ordinance

Massachusetts Candidates Only: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

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