Executive Administrative Assistant

Administrative Assistant IV
Location: Cambridge, MA
Work Model: Primarily onsite with flexibility to work 1–2 days remotely per week (based on business needs)
Contract Length: 12 months
Potential for FTE: Dependent on headcount and business need
Reporting To: Vice President
Employment Type: Contingent (STAR Program)
$29-$32/HR based on benefit selection
 
Orion Group is seeking a highly experienced Administrative Assistant IV to support the Vice President of our pharmaceutical client in Cambridge, MA.
This is a high-visibility, trusted administrative role that requires strong onsite presence, executive-level calendar and travel management, event coordination, and office operations support.
The ideal candidate thrives in a fast-paced, professional environment, exercises discretion, and anticipates business needs.

Primary Responsibilities

The Administrative Assistant IV will provide comprehensive administrative and operational support across three primary areas:

• 40% – Direct support to the VP
• 30% – Support to the team and direct reports
• 30% – Office management and front-of-house support for the 139 Main Street location

 
Key Responsibilities

• Serve as a professional onsite presence, greeting executives and visitors and supporting meetings and events
• Manage complex calendars for the VP and team, proactively resolving conflicts and anticipating scheduling needs
• Coordinate domestic and international travel, including itineraries, visas (as needed), and logistics
• Prepare and submit expense reports in Concur; support budget and expense tracking
• Support Board and leadership calendar coordination
• Plan, coordinate, and execute internal and external meetings, events, and catering
• Provide front desk/reception support and oversee daily office operations
• Manage office supplies, snacks, beverages, and serve as a point of contact for facilities and building services
• Coordinate onboarding and office setup for new team members
• Draft, edit, and prepare business documents and presentations from source materials
• Support MS Teams and telepresence meeting setups; act as liaison for basic remote access or meeting issues
• Maintain departmental files and documentation in compliance with corporate and regulatory requirements
• Order business cards, stationery, and manage general administrative supplies
• Safeguard confidential and business-sensitive information at all times
• Assist with process improvement initiatives and knowledge management efforts
• May support training or coordination of work for new administrative assistants

 
Leadership & Interpersonal Expectations

• Demonstrates professionalism, discretion, diplomacy, and sound judgment
• Understands priorities, deadlines, and deliverables; communicates proactively
• Anticipates needs and proposes solutions to business challenges
• Balances multiple requests while maintaining accuracy and attention to detail
• Builds strong working relationships across functional areas and with external stakeholders
• Maintains accountability and ownership for work product and outcomes
• Operates with a “make it happen” mindset and adapts quickly to changing needs

Qualifications & Requirements

• 7+ years of administrative experience supporting senior executives
• Experience supporting teams in pharmaceutical, biotech, healthcare, or CRO environments strongly preferred
• Some college coursework preferred
• Prior leadership or supervisory experience a plus
• Intermediate to advanced proficiency in:
  • Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
  • Concur (T&E)
  • SharePoint
  • Visio or OrgPlus
• Strong understanding of business processes and corporate policies
• Highly organized, detail-oriented, and execution-focused
• Comfortable working onsite and flexing schedule based on business needs

Why this role?
Orion Group’s pharmaceutical client provides an environment where contingent staff are embraced as integral contributors to business success. Team members benefit from:

• Access to technology and training resources
• Supportive leadership and career development opportunities
• A collaborative, inclusive team culture
• Flexible work arrangements depending on team needs
• Onsite amenities, including complimentary coffee service (location dependent)

 


Our role in supporting diversity and inclusion

As an international workforce business, we are committed to sourcing personnel that reflects the diversity and values of our client base but also that of Orion Group. We welcome the wide range of experiences and viewpoints that potential workers bring to our business and our clients, including those based on nationality, gender, culture, educational and professional backgrounds, race, ethnicity, sexual orientation, gender identity and expression, disability, and age differences, job classification and religion. In our inclusive workplace, regardless of your employment status as staff or contract, everyone is assured the right of equitable, fair and respectful treatment.