Administrative & Communications Specialist

Administrative & Communications Specialist
Location: Worcester, MA – 100% Onsite
Contract: 1 Year, with potential for extension
Schedule: 40 hrs a week, onsite
$31-$36/hr based on benefit selections


Orion Group is seeking an Administrative & Communications Specialist to support Biotherapeutics and Genetic Medicine (BGM) leadership, internal communications, and day-to-day site operations.

This is a unique hybrid role combining advanced administrative/executive support with internal communications and employee engagement. The ideal candidate is highly organized, an excellent writer and communicator, comfortable supporting senior leaders, and able to manage multiple projects and priorities in a fast-paced environment.

The position will support executive scheduling, meetings, travel, expenses, onboarding, and site operations while also helping create and distribute internal communications such as newsletters, presentations, SharePoint content, employee stories, webcasts, videos, and department communications.

Key Responsibilities

Executive & Administrative Support

• Provide advanced administrative support to senior site leaders and leadership teams.
• Manage complex calendars, meetings, scheduling conflicts, email, correspondence, and action items.
• Coordinate domestic and international travel, including itinerary changes and occasional after-hours travel emergencies.
• Prepare and process expense reports, invoices, supplies, shipments, and other departmental requests.
• Handle confidential and business-sensitive information with professionalism and discretion.
• Coordinate meetings across multiple teams, functions, and time zones.
• Support employee and contractor onboarding, office setup, seating assignments, distribution lists, visitor coordination, and other site needs.
• Maintain departmental SharePoint and Microsoft Teams sites.
• Coordinate virtual and hybrid meetings using Teams, Zoom, video conferencing, webcasts, and related technology.
• Partner with other administrative professionals to coordinate leadership priorities, special projects, and site activities.
• Utilize AI-enabled tools, automation, and digital solutions to streamline administrative processes and improve productivity.

Internal Communications & Employee Engagement

• Develop, edit, publish, and distribute engaging internal communications for BGM employees.
• Create content for newsletters, SharePoint, Microsoft Teams, presentations, webcasts, videos, department meetings, and special events.
• Partner with scientists and business leaders to translate complex information and strategic priorities into clear, engaging employee communications.
• Develop employee stories and features through interviews, research, and collaboration with internal stakeholders.
• Support communication plans, campaigns, quarterly content, and employee-engagement initiatives.
• Maintain and enhance internal communication channels, including SharePoint and Teams.
• Coordinate communication timelines and ensure materials are accurate, polished, consistent, and aligned with organizational messaging.
• Partner with internal teams and creative resources to develop multimedia content.
• Assist with planning and executing monthly department meetings, employee events, and other internal or external activities.

Required Qualifications

• Associate’s degree or equivalent relevant professional experience.
• Previous experience providing advanced administrative or executive support to senior-level leaders.
• 2–5 years of professional communications experience, including writing, content development, project coordination, or internal communications.
• Experience managing complex calendars, travel arrangements, meetings, and multiple competing priorities.
• Excellent written and verbal communication skills with strong attention to detail.
• Strong proficiency with Microsoft Office 365, Teams, and SharePoint.
• Experience with corporate travel, expense, and other business productivity tools.
• Ability to independently organize workload, prioritize urgent requests, and meet deadlines with limited direction.
• Strong professionalism, discretion, judgment, and experience handling confidential information.
• Comfortable learning and utilizing AI-enabled tools and new technology.

Preferred Qualifications

• Bachelor’s degree in Communications, Public Relations, Journalism, Marketing, or a related field.
• Pharmaceutical, biotechnology, healthcare, or other fast-paced corporate experience.
• Experience with internal communications and employee-engagement initiatives.
• Project coordination and event-planning experience.
• Basic to intermediate graphic design and/or video-production skills.
• Experience with Power BI and/or Smartsheet.
• Experience using AI, automation, or digital productivity tools to improve workflows.

Ideal Candidate
The ideal candidate is someone who can comfortably shift between supporting a senior executive and developing polished internal communications. You should be highly organized, proactive, resourceful, and comfortable managing multiple priorities at once.
Success in this position requires excellent follow-through, strong writing skills, sound judgment, attention to detail, and the ability to build relationships with scientists, senior leaders, administrative partners, and cross-functional teams.
Please note: This position is 100% onsite in Worcester, MA. Candidates must be comfortable working onsite full-time. Occasional availability outside normal business hours may be needed to assist with urgent travel-related issues.


People are our business worldwide
 
Orion Group was founded in 1987 and is now one of the largest, independent, international recruitment companies. We have a network of 200 employees working from 24 offices, delivering a range of services – Talent Acquisition, Recruitment Outsourcing Services, Retained Search, Global Workforce Solutions, Completions & Commissioning and Materials Management – across 68 countries. As a global leader in workforce solutions, we recruit personnel across the Engineering & Technical, Office & Commercial, Scientific and Skilled Trades disciplines, for sectors including Oil & Gas, Life Science, Power & Utilities, Constructions & Infrastructure, Manufacturing and Renewables.