Administrative Assistant

Administrative Assistant – Project Support (3-Month Contract, Potential to Extend)

Location: Marlborough, MA or Minnetonka, MN (Hybrid)

Schedule: Full-time, 40 hours per week

Pay Rate: $26.84 per hour

Client: A leading global medical device and healthcare technology company

Overview:

Our client, a global leader in medical technology and life sciences innovation, is seeking an Administrative Assistant to provide moderately complex administrative and project coordination support within a dynamic team environment. This position requires strong organization, attention to detail, and professionalism when handling sensitive and confidential information.

This is a 3-month contract with potential to extend , offering a hybrid schedule (onsite Tuesday–Thursday, remote Monday and Friday). The role operates under general supervision, with detailed instructions provided only for new or unique assignments.

Key Responsibilities:

• Perform general administrative duties including scheduling meetings, coordinating travel, photocopying, ordering and maintaining supplies, preparing correspondence, and processing mail.
• Serve as a point of contact for internal and external stakeholders, providing information and resolving inquiries requiring explanation or interpretation.
• Answer questions related to established policies and procedures, directing individuals to the appropriate resource as needed.
• Coordinate and track project assignments of moderate scope, securing internal and external resources as required.
• Assemble and distribute materials, compile and verify data accuracy, and maintain detailed records.
• Create, format, and edit letters, memos, presentations, and other communications while ensuring accuracy and consistency.
• Manage confidential and sensitive information appropriately, including employee and departmental data.
• Use relevant software to compile and generate reports, statistics, timelines, tables, and presentations.
• Support functional teams with administrative processes and recurring reporting tasks.
• Identify and suggest process improvements to enhance efficiency and workflow.

Specific Job Tasks:

• Review faculty and attendee reimbursement documentation (COS, receipts, travel records, deviations, etc.).
• Submit vendor add requests and follow up with HCPs or Specialists for missing information.
• Research payment status for inquiries and generate/send COS documentation as needed.
• Provide coverage and administrative support for team members during absences.
• Coordinate banner orders, trip kits, and course supplies.
• Manage the department’s central inbox to ensure timely processing of HCP COS forms and reimbursement requests.
• Support local program requests by creating MRFs in GMM and engagements in ENGAGE .
• Maintain and update Smartsheet program trackers, ensuring all checklists and documentation are complete.
• Handle peer-to-peer requests and review travel deviations for accuracy and compliance.

Quality Systems Duties and Responsibilities

• Maintain compliance with all internal quality and regulatory requirements.
• Build quality into all aspects of daily work by following established processes and documentation standards.

Qualifications

• High school diploma or equivalent required; certification or postsecondary coursework preferred.
• Minimum of 2 years of administrative or project coordination experience.
• Proficiency in Excel and Smartsheet ; ability to quickly adapt to internal systems and tools.
• Excellent written and verbal communication skills.
• Strong attention to detail with proven ability to multitask in a fast-paced environment.
• Flexible and adaptable to balance both administrative and project-based responsibilities.
• Demonstrated ability to manage confidential information with discretion and professionalism.