Sr. Administrative Assistant

Company: Albireo Pharma, Inc.
Location: Boston
Posted on: May 16, 2022

Job Description:

Albireo Pharma is a rare disease company focused on the development of novel bile acid modulators to treat rare pediatric and adult liver diseases. Albireo's lead product, Bylvay TM (odevixibat), was approved by the U.S. FDA as the first drug for the treatment of pruritus in all types of progressive familial intrahepatic cholestasis (PFIC), and it is also being developed to treat other rare pediatric cholestatic liver diseases with Phase 3 trials in Alagille syndrome and biliary atresia, as well as an Open-label Extension (OLE) study for PFIC. In Europe, Bylvay has been approved for the treatment of PFIC and has been submitted for pricing and reimbursement approval. The Company is progressing a Phase 1 clinical trial for A3907 to advance development in adult cholestatic liver disease, with IND-enabling studies moving ahead with A2342 for viral and cholestatic liver disease. Albireo was spun out from AstraZeneca in 2008 and is headquartered in Boston, Massachusetts, with its key operating subsidiary in Gothenburg, Sweden. The Boston Business Journal named Albireo one of the 2019 and 2020 Best Places to Work in Massachusetts. For more information on Albireo, please visit www.albireopharma.com .
Job Title: Sr. Administrative Assistant
Reports To: Sr. Executive Assistant to the CEO & Global Administrative Manager
Location: Boston, Massachusetts, USA
Position Summary:
Albireo is looking for a dynamic and self-motivated Sr. Administrative Assistant to be a member of our Global Admin Team and to provide administrative support to 3 - 5 of our members of the Enterprise Team. You will engage in cross-functional alignment with stakeholders. The right candidate must be flexible, organized, proactive, collaborative, and calm under pressure. A quick thinker, your flexibility and adaptability are key to constantly changing demands and priorities. Excellent communication, interpersonal and collaboration skills are essential for this role due to interactions across all levels of the organization. This position also requires a professional demeanor, sense of urgency, the ability to prioritize, and a high level of discretion with the ability to appropriately handle sensitive and confidential information. The candidate must enjoy a dynamic atmosphere, show good judgment, initiative and be willing to take on additional tasks and responsibilities as needed to achieve the goals and deliverables of the Global Admin Team and Enterprise Team.

Key Duties and Responsibilities:
Member of the Global Admin Team:
The Global Admin Team is designed for members of the Team to work together to support and fulfill the needs of the office and the needs of our Executives and their Teams to create ONE Company. Responsibilities include, but not limited to:
Participate in weekly Global and Regional Admin Meetings and represents functions
Collaboratively work with the Global Admin Team to plan, prioritize and manage administrative responsibilities for the company
Collaborate with Albireo's Event Coordinator and Global Admin Team on responsibilities to drive culture through the community by assisting or working as a project lead for community events, team events, team meetings and team off-sites
Assist in creation and execution of admin processes
Administrative support coverage to members of the Global Admin Team for planned and unplanned absences
Collaborate on back-up coverage for the Office Coordinator; responsibilities include but not limited to: Reception coverage to include beaks, vacation, sick time:
Facilities coverage: Keeps office, kitchen, breakroom and lunchroom clean, stocked, organized, and aesthetically pleasing to promote an inviting, efficient and pleasant working environment
Conference room(s) management before / after meetings, stock rooms with meeting supplies, snacks, and beverages

Provide functional inputs to the master calendar
Promote a fun and team-oriented work environment
Administration Support to Enterprise Team Members
Responsibilities include but not limited to:
Strategically manage and maintain complex daily Outlook calendars and recurring meetings across all time zones for multiple executives, includes scheduling, prioritizing, resolving conflicts, etc. Demonstrate flexibility and problem-solving abilities to adjust or prioritize schedules based on last-minute changes.
Provide logistical planning and administrative support to include expense reports, email coverage, new hire on-boarding, training activities, create and deliver organization correspondence, process incoming and outcoming mail, filings etc.
Arrange and reserve conference rooms, catering, audio/video and other essential services as needed for meetings and conferences.
Book and manage domestic and international travel arrangements; monitor travel progress to resolve issues as they arise.
Maintain schedule of key organizational team meetings, 1:1s with direct reports, etc.; coordinate and prepare agendas as required.
Manage and organize meetings with external guests.
Manage and maintain extremely confidential / sensitive matters.
Perform various supporting tasks such as creating/amending/formatting documents/presentations in Word, Excel or PowerPoint, printing, etc.
Submit contracts, purchase orders, amendments and changes on behalf of the team working in partnership with Accounting and Legal Departments.
Build and maintain good business relationships with executives and administrative staff across the organization.
The role includes multiple opportunities for ongoing skill and content development, as well as expanded opportunities for project management responsibilities.
Enhances the business model by institutionalizing business processes, implementing best practices and templates, and seeking ways to work more efficiently
Qualifications / Requirements:
Associate's degree, preferred in Business Administration
At least 5 + years of experience as an Executive Assistant or Sr. Administrative Assistant supporting senior executives
At least 5+ years of calendar management supporting multiple executives
At least 5+ of meeting and event planning experience
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point) Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, and external partners
Expert level written and verbal communication skills
Demonstrated proactive approaches to problem-solving with strong decision-making capability
High level of emotional intelligence
Highly resourceful team-player, with the ability to also be extremely effective independently
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
Forward looking thinker, who actively seeks opportunities and proposes solutions

PI177502210

Keywords: Albireo Pharma, Inc., Boston , Sr. Administrative Assistant, Administration, Clerical , Boston, Massachusetts