Sr Administrative Partner - New Product Portfolio
Company: Disability Solutions
Location: Boston
Posted on: May 4, 2024
Job Description:
About the Job
The Senior Administrative Partner supports the New Product
Portfolio team located in Boston with dedicated executive
administration and support in the areas of scheduling and project
support, meeting effectiveness, on-site collaboration support, and
process improvement. This position is responsible for the
successful execution of Enterprise New Product portfolio priorities
at the Boston site through collaboration with other administrative
colleagues & Leadership Team and cross-functionally with
stakeholders across the corporate enterprise, including the offices
of Executive Team members within Foundation Medicine and
affiliates, senior management and project teams, and for excellent
customer experience with external stakeholders. The New Product
Portfolio team is comprised of talent from across the Roche
ecosystem, including FMI, Roche Diagnostics, Roche Pharma operating
as a single unit.
Key Responsibilities
Project Team Administrative Support
- Independently provide project team leadership with extensive
and continuous calendar management, domestic and international
travel management, expense management, event registrations and
detailed meeting plan management, and all other executive
support.
- Coordinate with partners within Foundation Medicine and across
the corporate enterprise and affiliates to manage effective
cross-site meetings, collaboration, and other administrative
support.--
- Utilize efficient time management with the nuances of complex
administrative assistance at the leadership level.
- Ensure that project team leadership is informed of priorities,
deadlines, and challenges. Prioritize multiple concurrent
activities using accurate projections, timely adjustments, and
carefully thought-out plans. Balances competing needs maximizing
time, resources, and business objectives.
- Respond to a wide variety of requests for information, policies
and procedures, and executive action. Analyze needs and problems
and determine approach and priority
- Complete accurate and detailed project team expense reporting
and other departmental reports.
- Identify opportunities and develop solutions to improve the
efficiency of complex administrative and departmental processes
within and across the corporate enterprise.
- Assist project team leadership in tracking key operational
metrics by organizing and compiling data, researching facts, and
coordinating information retrieval. Monitor and track
budgets.
- Track internal and external contacts and maintain contact
database. Execute contract administration as needed including
obtaining signatures, scanning and electronic filing.
- Develop, maintain, and improve onboarding resources for new
team hires, including account management requests for
cross-enterprise corporate systems
Meeting Support and External Responsibility
- Provide professional representation for the project team,
regularly interfacing with both internal team members across
multiple sites and leaders external to the company and creating
positive relationships.
- Ensure high level of customer experience by coordinating
project team engagements on or offsite, including scheduling,
supporting agendas and materials, coordinating vendors, and
executing required logistics.
- May participate in meetings to record / track information,
identify critical action items, and produce minutes. May follow up
on behalf of team.
- Greet and direct visitors, deliveries and food purveyors to the
appropriate personnel or meeting room.
- Facilitate visits to Boston HQ from project team members
located at other sites including meet and greet, visitor badge
support, and meeting support
Team Culture
- Support creating activities/experiences that support team
cohesion and culture building - help with sourcing and managing the
delivery of team building activities such as group meals and
offsite/onsite activities--
- Participate in the development and facilitation of project
rewards and recognition including design and communications,
etc
- Strong partnership with other members of program administrative
support to ensure we can act as a unified organization across
organizational boundaries--
- Facilitates and guides collaborative efforts, fosters a
positive team culture, and promotes inclusivity through community
sensing, connection, engagement, and support
General
- Stay current with policies, procedures, and technologies
relevant to work. Interpret and implement policies with minimal
guidance.
- Partner with Operations Lead and provide back-up administrative
support to other departments as necessary.
- Mentor other administrative partners as appropriate.
- Maintain confidentiality in all aspects of team and company
information.
- Available at various hours for business-related tasks during
regular business working hours and periodically during off-hours
(evenings and weekends).
- Other duties as assigned.
Key Capabilities:
- Embodies a growth mindset, willing to try new things in the
service of learning
- Takes initiative and identifies priorities that require
organizational focus
- Cultivates belonging to get the best out of the team
- Able to establish mutually beneficial relationships and
collaborate across stakeholders of various levels and
functions
- Able to work in ambiguity and cultivate order--
- Strong drive for results; operates effectively in a fast paced
environment and delivers results while balancing multiple
priorities
- Able to demonstrates an enterprise mindset, leveraging
strategic thinking, collaborative approach, and innovative mindset
to drive organizational success and foster a culture of continuous
improvement
- Beyond these core accountabilities, this person will need to
flex and adapt to fill gaps and support the leadership team's needs
as the program advances and the team grows.--
--
Qualifications:
Basic Qualifications:
- Associates Degree with 5+ years of administrative
experience--
- OR--
- Bachelor's Degree with 3+ years of administrative experience,
or equivalent combination of training and experience.
Preferred Qualifications:
- Undergraduate degree
- 12+ years of administrative experience or equivalent
combination of training and experience
- Experience in a life sciences company (biotech, pharma,
diagnostics, or medical device)
- Advanced experience in in Microsoft Windows operating systems
and Microsoft Office applications including Microsoft Word,
PowerPoint, Excel, and Outlook and Google applications
(gSuite)
- Ability to thrive in a fast-paced environment and operate with
a high sense of urgency
- Ability to show and demonstrate on a consistent basis
initiative, professionalism, poise and flexibility and work within
an environment of frequent interruptions, conflicting priorities,
and varying workloads
- Ability to observe strict confidentiality in all aspects of
services provided and ability to effectively exercise discretion
and judgment in handling confidential/proprietary
information
- Strong interpersonal skills with the ability to interface
effectively with a wide variety of internal and external
executive-level clients
- Highly developed written communication skills, including report
writing, presentations, email correspondence and verbal
communication skills, particularly in dealing with people of
diverse backgrounds
- Excellent calendar management skills and demonstrated history
of complex scheduling with consistent follow through
- Proven ability to work independently
#LI-onsite
Keywords: Disability Solutions, East Providence , Sr Administrative Partner - New Product Portfolio, Administration, Clerical , Boston, Rhode Island
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