Executive Administrative Assistant

AST Products, Inc- Billerica, MA

AST Products, Inc is seeking an Executive Administrative professional. This individual will provide full Executive Administrative support to the VP, Business Development located in the Billerica, MA office.

To be successful in this role, the Executive Administrative Assistant must have excellent organization and time management skills, calendar management, strong attention to detail, excellent communication and interpersonal skills, and the ability to prioritize and manage multiple tasks efficiently.

ESSENTIAL RESPONSIBILITIES

• Extensive calendar management, including scheduling appointments, coordinating in-person or virtual meetings, and scheduling travel arrangements and accommodations for executives
• Prepare and submit complex expense reports
• Prepare various communication and meeting materials, such as PowerPoint presentations
• Create requisitions, purchase orders and set up of new vendors; coordinate invoice payments and follow up
• Liaison with internal and external stakeholders, including clients, vendors and employees
• Prepare for, and attend team meetings as needed, taking meeting minutes and distributing them in a timely manner, and keeping action items updated
• Support special projects and analysis, as requested
• Provide general administrative support, such as filing, copying and scanning documents
• Comfortable dealing with a complex worldwide sales cycle. Processing orders through multiple organizations.
• Support International sales ordering.

CAPABILIITIES / COMPETENCIES

• Handle confidential information and communication with all levels of management with a high level of discretion and confidentiality and in a professional manner
• Excellent organization and time management skills
• Excellent communication and interpersonal skills
• Exceptional attention to detail and willingness to take on additional responsibilities, as required
• Ability to work independently and prioritize and manage multiple tasks efficiently
• Advanced knowledge of MS Office skills (PowerPoint, Word, Excel); previous experience using email and calendar software; understanding of Concur is preferred
• Expert computer skills, as well as formatting, proof-reading and document preparation skills
• A strong team player who is resourceful, highly organized, self-motivated, able to take initiative and problem solve independently
• Ability to prioritize multiple tasks in a fast-paced, detail-oriented, and deadline-driven environment
• Ability to interface well with all departments of the company and to represent the organization in a highly professional manner

PROFESSIONAL EXPERIENCE / OTHER REQUIREMENTS

• Bachelor’s Degree is preferred with 5+ years administrative experience supporting Senior level executives in the Pharmaceutical/Biotech industry
• Proven experience as an Executive Administrative Assistant or in a similar role
• Ability to maintain the highest level of confidentiality and handle sensitive material with discretion and confidentiality
• Required to be on-site in Billerica, MA, 5 days a week.

Job Type: Full-time

Pay: $35,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to Relocate:

• Billerica, MA 01821: Relocate before starting work (Required)

Work Location: In person