Administrative Assistant – Project Support (3-Month Contract, Potential to Extend)
Location: Marlborough, MA or Minnetonka, MN (Hybrid)
Schedule: Full-time, 40 hours per week
Pay Rate: $26.84 per hour
Client: A leading global medical device and healthcare technology company
Overview
Our client, a global leader in medical technology and life sciences innovation, is seeking an Administrative Assistant to provide moderately complex administrative and project coordination support within a dynamic team environment. This position requires strong organization, attention to detail, and professionalism when handling sensitive and confidential information.
This is a 3-month contract with potential to extend, offering a hybrid schedule (onsite Tuesday–Thursday, remote Monday and Friday). The role operates under general supervision, with detailed instructions provided only for new or unique assignments.
Key Responsibilities
- Perform general administrative duties including scheduling meetings, coordinating travel, photocopying, ordering and maintaining supplies, preparing correspondence, and processing mail.
- Serve as a point of contact for internal and external stakeholders, providing information and resolving inquiries requiring explanation or interpretation.
- Answer questions related to established policies and procedures, directing individuals to the appropriate resource as needed.
- Coordinate and track project assignments of moderate scope, securing internal and external resources as required.
- Assemble and distribute materials, compile and verify data accuracy, and maintain detailed records.
- Create, format, and edit letters, memos, presentations, and other communications while ensuring accuracy and consistency.
- Manage confidential and sensitive information appropriately, including employee and departmental data.
- Use relevant software to compile and generate reports, statistics, timelines, tables, and presentations.
- Support functional teams with administrative processes and recurring reporting tasks.
- Identify and suggest process improvements to enhance efficiency and workflow.
Specific Job Tasks
- Review faculty and attendee reimbursement documentation (COS, receipts, travel records, deviations, etc.).
- Submit vendor add requests and follow up with HCPs or Specialists for missing information.
- Research payment status for inquiries and generate/send COS documentation as needed.
- Provide coverage and administrative support for team members during absences.
- Coordinate banner orders, trip kits, and course supplies.
- Manage the department’s central inbox to ensure timely processing of HCP COS forms and reimbursement requests.
- Support local program requests by creating MRFs in GMM and engagements in ENGAGE.
- Maintain and update Smartsheet program trackers, ensuring all checklists and documentation are complete.
- Handle peer-to-peer requests and review travel deviations for accuracy and compliance.
Quality Systems Duties and Responsibilities
- Maintain compliance with all internal quality and regulatory requirements.
- Build quality into all aspects of daily work by following established processes and documentation standards.
Qualifications
- High school diploma or equivalent required; certification or postsecondary coursework preferred.
- Minimum of 2 years of administrative or project coordination experience.
- Proficiency in Excel and Smartsheet; ability to quickly adapt to internal systems and tools.
- Excellent written and verbal communication skills.
- Strong attention to detail with proven ability to multitask in a fast-paced environment.
- Flexible and adaptable to balance both administrative and project-based responsibilities.
- Demonstrated ability to manage confidential information with discretion and professionalism.
