Administrative Assistant - Legal & Human Resources
Human Resources | Waltham, MA | Full Time
Oncopeptides is a pharmaceutical company focused on the development of targeted therapies for difficult-to-treat hematological cancers. The company is focusing on the development of the lead product candidate melflufen, a novel peptide-drug conjugate that rapidly delivers a cytotoxic payload into tumor cells. Melflufen is in development as a new treatment for the hematological cancer multiple myeloma and is currently being tested in multiple clinical studies including the pivotal phase 2 HORIZON study and the ongoing phase 3 OCEAN study. Oncopeptides’ US headquarters is based in Waltham, MA with an office in Mountain View, CA, and global headquarters is in Stockholm, Sweden. The company is listed in the Mid Cap segment on Nasdaq Stockholm with the ticker ONCO.
The company is in a strong financial position and has an effective Executive Team and Board of Directors. Discover more about Oncopeptides at www.oncopeptides.com
PURPOSE AND SCOPE:
Provides advanced administrative support for internal Legal and HR departments, assisting in key projects and confidential initiatives at a corporate level. Position involves continual association with high priority items and timelines. Manages highly confidential and sensitive material with exposure to confidential contacts. Position has a high degree of visibility and acts as a primary liaison for the executive. This role reports to the Head of US HR that reports to a CEO.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Provides advanced administrative support to executives and top management in the functional departments. Routinely responds on behalf of the executives to written and electronic communication.
Handles material of a highly confidential and time-sensitive nature, as well as a variety of complex situations involving clerical/administrative functions of the office that do not require the direct attention of the executives.
Uses considerable judgment and initiative to determine the appropriate action to take in non-routine situations.
Interprets and adapts guidelines, precedents, and practices.
Organizes and coordinates highly confidential and high-level meetings /conferences for the executives as needed. Identifies and resolves potential conflicts in schedules and locations as required.
Anticipates and prepares materials needed by the executives for conferences, appointments, meetings, telephone calls etc.
Manages travel arrangements and reconciles expense reports for executives.
Prepares budgets for executives to review and may gather data for various types of reporting.
May assists in the preparation of reports as required by senior staff by contacting various company personnel at all levels to collect, compile, and analyze complex information.
Relies on experience and judgment to plan and accomplish goals.
Within established guidelines, makes independent decisions regarding planning, organizing, and scheduling work.
May perform standard administrative functions such as screening telephone calls, scheduling appointments, setting up the office filing system, and coordinating meetings (large, complex, internal, or external).
May maintain certifications, memberships, and publications for the department.
Assist with various projects as assigned, including working with other offices.
PHYSICAL DEMANDS AND WORKING CONDITIONS:
The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION AND EXPERIENCE:
5+ years of experience with a minimum of 3 years of experience as a senior level executive assistant.
Two years of college/Associate Degree preferred. Business writing courses preferred.
Ability to function in a fast-paced challenging environment with minimal supervision, with strong organizational and multitasking skills.
Ability to exercise considerable discretion and independent judgment when making decisions and interacting with clients.
Ability to communicate (verbally and written) with considerable tact and diplomacy, both with internal and external senior level executives.
Excellent skills in Microsoft Word, Excel, PowerPoint, web meeting applications, calendar management.
Very detail and results oriented - proofreading skills.