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Admin Coordinator

Cambridge, MA
Top 3 Must Have Skill Sets:    
  • Outlook MS office suite experience. Calendaring, Note taking.
  • Familiarity with Teams and WebEx.
  • Strong interpersonal skills
  • Organization, time management, dependability
  • Self sufficient
Day to Day Responsibilities: 

Events (~45%)
  • Coordinate and organize all on-site and/or virtual conferences, seminars and all-staff events. This may include interfacing with several internal and/or external presenters and speakers, travel arrangements, accommodations for guests, conference room scheduling, catering, video or teleconferencing needs, and appropriate and timely announcements.
  • Support AMA Employee Resource Group (ERG) leads with event management and logistics with a focus on how to reinforce site engagement and provide visibility to cross-site activities.
  • Schedule and support cross-site video and teleconferences and work with AV technicians to ensure effective meeting presentations and communications.
  • Assist with the planning, content collation, execution and follow-up for site all-staff meetings
  • Maintain internal site event calendar

Administrative (~45%)
  • Assist the AMA senior leadership team in scheduling and coordinating guest speaker visits, consultants, and candidate interviews.
  • Assist with the accurate completion of expense reports and reimbursement for visitors
  • Support AMA senior leadership team with their calendars, including the responsibility, as directed by the AMA senior leadership team to propose meetings (including large multi-site events), respond to meeting requests on behalf of the staff, and maintain departmental and functional calendars and vacation/travel schedules. Assist with meeting set-up.
  • Coordinate operational and logistical aspects of new hire onboarding: maintenance of buddy program, new hire welcome letters, communications and orientation scheduling, etc.
  • Interface with other regional sites on wellness programs and initiatives to engage staff
  • Provide basic staff support for the companys business systems for onboarding/offboarding, IS tickets, Procure-to-Pay, staff moves, Time and Attendance, Compliance, etc.
  • Support the External Outreach Committee (EOC), ERGs and affinity groups with external speaker onboarding and payments, as well as additional ad-hoc EOC activities
  • Serve as POC for day-to-day site and operational questions from staff

Misc (~10%)
  • Assist with ad hoc projects across the AMA site (e.g., Internal SharePoint resources site, coordination of materials, etc.)
Basic Qualifications
Associate degree and 4 years of administrative experience
High school diploma / GED and 6 years of administrative experience

Preferred Qualifications
  • Bachelor’s or Associate’s degree
  • Ability to create and analyze SmartSheet forms and data
  • Familiarity with SharePoint for use as both a document repository and web portal
  • Excellent organization skills with great attention to detail and follow-up
  • Experience in working with cross-functional teams within a global company
  • Strong communication, interpersonal, organizational, planning, and writing skills
  • Self-starter and highly accountable individual who demonstrates strong collaboration and openly shares / seeks appropriate information
  • Quick learner, proactive, takes initiative
  • Strong attention to detail and financial acumen
  • Strong interpersonal skills, negotiation skills, active listening, and relationship management skills
  • Strong capabilities in interfacing effectively with all levels
  • Must be able to juggle multiple tasks, establish priorities and meet deadlines
  • Ability to deal with ambiguity and cope with change at a moment’s notice

PAY RATE : $23.00/hr. on W2

"This posting is for Contingent Worker, not an FTE"

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