Sr.AA / Executive Administrative Assistant - Home Based / Newton, MA

Parexel has an exciting opportunity for a Senior Administrative Assistant / Executive Administrative Assistant. This position initially will be home based due to Covid-19 and can in the future once the office fully reopens, can be office based in our Newton, MA office or a combination of home/office schedule. This position will directly support the Senior Vice President, Project Support Office, along with additional members of the Project Support team at the VP level, located both in the US and in Europe. The person selected for this position must have a proven track record of supporting executive level personnel, while working independently with minimal supervision. This individual must be a problem solver who is well organized and a flexible team player to carry out all expected functions to the highest standards of quality and efficiency with professionalism and confidentiality.

• Responsible to ensure executive’s time is effectively utilized and to manage and understand their needs, liaising with colleagues on a global basis to manage projects, reporting, and information flow, internally and externally.

• Work with the executive to maximize his / her efficiency by collecting and organizing incoming correspondence/materials.

• Produce drafts and finals of outgoing correspondence, emails, announcements, and other materials to colleagues and clients.

• Proactive in assessing the executive’s workload in order to identify opportunities to provide additional support to him / her.

• Screen calls and emails in the absence of the executive, using own initiative and responding as appropriate or escalating where necessary.

• Interact with Senior Management, Vice Presidents, Clients, Investors, and International Offices as required.

• Provide support to visiting senior executives from other Parexel offices by organizing accommodation, transport, lunches, etc.

• Ensure confidentiality of information and use of discretion .

• Responsible for heavy, intricate calendar management requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex executive meetings across multiple time zones and cultures.

• Arrange meetings – source the venue, communicate the logistical details to the delegates, provide master formats, distribute the agenda and materials where necessary, attend to ensure the meeting minutes are accurately recorded. Advance scheduling and coordination of all regularly-occurring meetings.

• Gather and collate information, consolidating data as agreed to ensure executives are prepared for all meetings and teleconferences, prompting where action items have been allocated.

• Arrange travel to worldwide destinations, draft corresponding itineraries, and collate all necessary paperwork and visas.

• Ensure expenses are claimed and reconciled, resolve any issues.

• Procurement ordering, AP processing of invoices for payment, and resolution of reconciliation discrepancies.

• Provide support and consultation on matters related to quality, quality strategy, and compliance. Support the Quality cause in areas of business to raise and maintain awareness of quality and quality standards.

• Manage and / or participate in internal continuous improvement and management projects of simple to complex nature and scope as assigned.

• Ensure the Company’s clear desk policy is adhered to and all confidential documents are securely and appropriately stored.

• Other administrative tasks and management of projects as and when required.

QualificationsSkills:

• Advanced knowledge of relevant software such as MS Office (Word, Excel, PowerPoint), Outlook, Teams, SharePoint, and Concur.

• Excellent oral and written communication skills – able to communicate on all levels.

• Highly organized with the ability to prioritize workload and manage multiple, conflicting deadlines with enthusiasm and attention to detail and within agreed timelines

• Ability to work in a customer-focused, fast-paced and rapidly changing environment with the ability to prioritize workload and manage multiple and varied tasks.

• Proactive individual, able to work on own initiative.

• Ability to liaise with senior management within Parexel and external organizations.

• Experience in dealing with strict adherence to confidentiality requirements

• Forward-thinking team player with a flexible attitude with respect to work assignments and new

Learning.

• Willingness to work in a matrix environment and to value the importance of teamwork.

• Ability to successfully work in a (“virtual”) team environment.

• Effective time management in order to meet daily metrics or team objectives.

• Shows commitment to and performs consistently high-quality work.

Knowledge and Experience:

• Extensive job experience supporting those at the Executive level.

• Thorough understanding of the department structure.

• Exposure to global operations and / or professional services.

Education:

• Educated to degree level or with equivalent experience.EEO DisclaimerParexel is an equal opportunity employer.  Qualified applicants will receive consideration for employment without regard to legally protected status, which in the US includes race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.