Administration Coordinator job in Waltham at Prokatchers

Job Description

• Be a subject matter expert in departmental procurement processes & systems and provide support, advice, and be the trouble-shooting point contact for the LT as needed.
• Create summary procurement reports if needed and provide to the TTD LT.
• For the TTD senior leaders lead sophisticated calendars to schedule meetings, conference calls, videoconferences and special events; prioritize calendar conflicts
• Handle telephone calls, mail disposition, multi-location domestic and international travel arrangements as well as live and virtual meetings/conferences
• File expense reports and supply orders with accuracy and efficiency for team members, including follow-through to ensure that appropriate and timely actions are taken.
• Effectively coordinate and collaborate with other Administrative Assistants within organization on cross-functional and cross-organizational meetings / events / processes, including across multiple international time zones.
• Establish and maintain a robust professional network across administrative teams in the US, London, and Cambridge to facilitate effective working
• Track and support assigned internal projects and processes, such as tracking for LT meetings Action Items, recruitment, tracking, and employee recognition program; generate reports from various internal systems under tight time constraints.
• Track FTE hiring / departure, temp hiring / departure against approved budget targets
• Manage team website to update content on a regular basis
• Produce accurate and properly formatted documents using Microsoft Office (Word, Excel, PowerPoint)
• Schedule candidate interview, and handle onboarding procedures for new hires
• Coordinate department trainings, offsite events for leadership teams, and all hands meetings
• Effectively lead special projects and other duties as assigned
• As a member of the administrative support community, this role is responsible for providing back-up support and other assistance to other administrative staff, including training, and for supplying actively to the on-going development and implementation practices.