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.