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Location

Cambridge, MA | United States

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Job description

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
OR
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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Job tags

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Salary