Executive Administrative Assistant

Administrative Assistant IV
Location: Cambridge, MA
Schedule: Onsite Monday–Thursday | Remote Friday
Contract Type: Contract with potential for Temp-to-Hire (FTE conversion possible)
Department: Neuroscience Discovery Research
$28-$32/HR based on benefits
 
Position Overview
Orion Group is seeking an experienced Administrative Assistant IV to provide advanced administrative support within the Neuroscience Discovery Research organization for our pharmaceutical client’s Cambridge Research Center.
This role will support senior leadership and the broader research team by managing complex calendars, coordinating travel arrangements, and assisting with leadership team meetings and communications.
The ideal candidate is highly organized, proactive, and comfortable interacting with senior executives while handling confidential information. This position plays a critical role in ensuring the smooth day-to-day administrative operations of the research organization.
 
Key Responsibilities

• Provide advanced administrative support to senior leadership within Neuroscience Discovery Research
  • Manage complex calendars, including proactively resolving scheduling conflicts and coordinating leadership meetings
  • Coordinate domestic and international travel arrangements and process travel expense reports
  • Schedule and coordinate meetings, including Teams, Zoom, and telepresence setups
  • Assist with sending department-wide announcements and leadership communications
  • Manage correspondence, shipments, and courier services including preparing FedEx labels and coordinating deliveries
  • Order and manage office supplies and assist with procurement requests
  • Process invoices and assist with tracking budget expenditures when required
  • Plan and coordinate meetings, events, and catering for leadership and department activities
  • Support onboarding activities including new employee office setups and equipment coordination
  • Maintain departmental records and files in compliance with corporate and regulatory requirements
  • Provide occasional backup administrative support to other team members as needed
  • Ensure compliance with corporate policies including purchasing procedures, security protocols, privacy guidelines, and branding standards

 
Required Qualifications

• 5+ years of administrative support experience, preferably supporting senior leaders or executives
  • Strong experience with calendar management and travel coordination
  • Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)
  • Experience coordinating meetings across multiple time zones and supporting leadership teams
  • Strong organizational and multitasking abilities with high attention to detail
  • Excellent written and verbal communication skills
  • Ability to handle confidential and business-sensitive information with discretion

 
Preferred Qualifications

• Experience supporting research, pharmaceutical, or corporate leadership teams
  • Familiarity with travel and expense systems and corporate administrative tools
  • Experience coordinating onboarding activities and office logistics

 
Work Environment

• Hybrid schedule with 4 days onsite and 1 day remote
  • Collaborative research environment within the Cambridge Research Center
  • Position supports leadership across multiple locations including Cambridge and other U.S. offices
  • Occasional coordination across global teams

 
Interview Process

• Panel interview conducted via Microsoft Teams

 


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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.