Administrative Assistant

About this role

Flagship Pioneering is a bioplatform innovation company that invents and builds platform companies that change the world. We bring together the greatest scientific minds with entrepreneurial company builders and assemble the capital to allow them to take courageous leaps. Those big leaps in human health and sustainability exponentially accelerate scientific progress in areas ranging from cancer detection and treatment to nature-positive agriculture.  

 What sets Flagship apart is our ability to advance biotechnology by uniting life science innovation, company creation, and capital investment under one roof in a way that is largely without precedent. Our scientific founders, entrepreneurial leaders, and professional capital managers are each aligned around an institutionalized process that enables us to innovate and transform for the benefit of people and planet.  

Many of the companies Flagship has founded have addressed humanity’s most urgent challenges: vaccinating billions of people against COVID-19, curing intractable diseases, improving human health, preempting illness, and feeding the world by improving the resiliency and sustainability of agriculture. 

Flagship has been recognized twice on FORTUNE’s “Change the World” list, an annual ranking of companies that have made a positive social and environmental impact through activities that are part of their core business strategies, and has been twice named to Fast Company’s annual list of the World’s Most Innovative Companies.

Position Summary:

We are seeking an Administrative Assistant to provide high-quality administrative and operational support that enables leaders and teams to operate efficiently and effectively. This role is responsible for managing calendars, coordinating meetings and travel, planning events, preparing materials, and supporting day-to-day business operations. Success in this position requires exceptional organization, sound judgment, attention to detail, strong communication skills, and the ability to anticipate needs while managing multiple competing priorities in a fast-paced, collaborative environment.

For this opportunity, we are seeking a dynamic individual to manage the day-to-day operations for our Chief Scientific Officer of Pioneering Medicines, and the Research leadership team. The successful candidate will be able to thrive in a fast-paced matrix environment, be flexible with exceptional multi-tasking skills to manage competing priorities and work in a dynamic collaborative team. This position requires great attention to detail, organization, collaboration and professionalism, and the ability to maintain an efficient business environment.

Key Responsibilities:

• Assist several leaders with calendar management, including planning and scheduling of regular and one-off meetings.

• Assist leaders with travel and expense systems and reporting.

• Partner with leadership to support preparation for and delivery of meetings, agendas, reports, and presentations.

• Support department communications initiatives, including regular updates to colleagues, communications to leadership

• Contribute to employee morale by organizing team events and engagement activities

• Act as point of contact for guests of the department before, during and after visits

• Plan and manage department events such as Scientific Advisory Board meetings, department offsites, team meetings, celebrations, etc.

• Help to manage and optimize office space and support any future office / laboratory relocations to minimize disruption and help colleagues maintain productivity.

• Act as the first line of defense for our IT team by troubleshooting minor technical issues related to conference rooms, Teams glitches, forgotten laptop chargers/adapters etc.

• Provide occasional administrative support as needed to key members of the broader team by serving as backup Assistant during vacations/leaves etc

• Participate in special projects as they come up based on your interests, career goals, and capacity.

Qualifications:

• At least 3+ years of experience supporting leaders or teams in a complex environment

• Ability to work with minimal supervision and maintain a high standard of confidentiality.

• Demonstrated flexibility and professional maturity to readily understand priorities and anticipate needs.

• Ability to manage conflicting priorities and deliver on the most critical assignments on time and within budget.

• Must have a positive “can do” attitude, be a consummate team player, show excellent judgment as well as work well independently.

• Experience with calendar management, planning events, and meeting scheduling.

• Must be highly proficient in Microsoft office including Word, Outlook, Excel, PowerPoint

• Must have excellent written and verbal communication skills including attention to detail and ability to effectively multi-task with a willingness to perform a wide range of tasks including working with confidential information.

• Must have a positive “can do” attitude, be responsive, friendly, and proactive.

• Experience interacting with senior levels of leadership.

• Ability to work in a fast-paced organization with competing priorities.

Flagship Pioneering and our ecosystem companies are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status.

Recruitment & Staffing Agencies: Flagship Pioneering and its affiliated Flagship Lab companies (collectively, “FSP”) do not accept unsolicited resumes from any source other than candidates. The submission of unsolicited resumes by recruitment or staffing agencies to FSP or its employees is strictly prohibited unless contacted directly by Flagship Pioneering’s internal Talent Acquisition team. Any resume submitted by an agency in the absence of a signed agreement will automatically become the property of FSP, and FSP will

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