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Administration Coordinator job in Waltham at Prokatchers

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Administration Coordinator at Prokatchers

Administration Coordinator

Prokatchers Waltham, MA (On Site) Contractor
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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.

Essential Requirements:

  • H.S. diploma required; college degree preferred.
  • 5+ years of administrative support experience.
  • Proficiency in Microsoft Word, Excel, PowerPoint, Outlook and SharePoint required.
  • Ability to prioritize time critical assignments
  • Excellent team working, networking and influencing skills
  • Prior experience supporting multiple functional leaders


Desirable Requirements:

  • Relevant training, multitasking, certifications in software, and/or time management
  • Strong written and verbal communication skills
  • Competency with meeting logistics and virtual technologies (e.g., MS Teams, Zoom, etc.)
  • Ability to work autonomously
  • Efficient in supporting staff with software updates

Strong time-management skills

Recommended Skills

  • Administration
  • Communication
  • Event Management
  • Leadership
  • Logistics Operations
  • Microsoft Excel
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