Administrative Assistant - Healthcare

Boston, MA 02101

Posted: 03/08/2019 Employment Type: Temporary Industry: Job Number: 106315 Pay Rate: $18.00

Our client, a global leader in healthcare research is seeking an administrative assistant to work in their Research Division.  In this role, you will provide administrative support to faculty, and the manager of administrative services.  This is an excellent opportunity with temp-to-hire potential.



§  Act as liaison with departments such as Human Resources, Office of Sponsored Research, Fiscal and other Research Divisions

§  Perform duties under moderate supervision with intermediate to advanced proficiency in administrative skills.

§  Coordinate heavy calendar and scheduling including: coordinate calendars for several investigators and coordinates events for the respective department(s).

§  Provide routine and more complex administrative support such as: typing memos and letters, answering telephones, taking and distributing messages and distributing mail.

§  Helps to prepare and edit grant applications and other related materials in collaboration with the Research Administrator(s) and assist in preparing biosketches, letters of support and collaboration and other documents as needed

§  Ensure timesheet completion and submission for members of the respective department(s)

§  Provide cross coverage with administrative team as needed.

§  Assist with special projects as directed.


Required Job Specific Duties and Responsibilities

§  Assist with onboarding new personnel

§  Internal and external meeting coordination; visitor/guest speaker logistics and hosting; domestic and international travel arrangements for meetings and conferences for personnel

§  Create and maintain Harvard CV and biosketches for personnel

§  Maintain PMCID numbers for required peer-reviewed publications, including but not limited to, manual deposit of manuscript to maintain NIH compliance

§  Maintain records and process forms; create and submit expense reports

§  Utilize endnote and reference manager to create bibliographies and cite references for grants, manuscripts and other documents as requested

§  Order laboratory supplies and office supplies for respective lab(s)

§  Set up of meetings including ordering food, setting up computer, projector and presentation, as well as composing meeting minutes as requested

-          Bachelor’ s degree or equivalent work experience preferred.

-          Prior administrative experience in research or academic setting (strongly preferred)

-          Minimum 2 years of administrative experience

-          Proficiency with MS Office

About ACE Employment Services, Inc.: In 1989, ACE Employment Services, Inc. was founded to give companies in Massachusetts a personal and consultative approach to staffing. With a small internal staff and dedication, honestly and hard work we landed on the Boston Business Journal’ s Largest Temp Placement Firms in Massachusetts at #11. ACE Employment Services, Inc. is your partner for direct, temporary and temp-to-hire solutions. Learn more at
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