FKH - Office Assistant

About Feinstein Kean Healthcare:

Feinstein Kean Healthcare (FKH) is a leading strategy/communication partner for innovative healthcare business and organizations of all types. We work with commercial entities and other organizations that are closest to emerging trends in science, medicine, business, policy and healthy consumer behaviors. Our clients include many leading, global pharmaceutical, biopharmaceutical, diagnostic and device companies; personal genomics, nutrition and wellness companies and institutions; health information technology providers; contract research and health services firms; consulting organizations; advocacy groups and professional and industry organizations; academic medicine and government agencies. In other words, our work and relationships truly span the spectrum of health stakeholders — which informs our work and expands the horizon of opportunities available to our talented professionals.

Founded in 1987, we have always specialized in health sciences and health care, and are recognized for our work in breakthrough areas of science and medicine, and for category altering products and technologies. We are headquartered in Cambridge, Massachusetts, with offices in Parsippany, New Jersey and Washington, DC. FKH is an Ogilvy company, and participates with its Ogilvy and WPP colleagues to provide services to clients on a global basis. FKH offers a full range of strategic communication, marketing and related services that help clients to drive commercialization of their products, form partnerships, build coalitions with stakeholders, and improve the landscape with impact on policy.

Position Overview:

The Office Assistant will be responsible for firmwide administrative needs for this 70-person communications consultancy. The responsibilities of this role will span a broad array of disciplines including executive support, Cambridge office administrative needs, firmwide human resources, events, and business development efforts, and on occasion, client work supporting our healthcare communications work.

The applicant must be a team player while also being able to be proactive and function independently. Excellent communication, problem-solving, and organizational skills are necessary. S/he must possess extreme attention to detail and a high level of accountability and responsibility.

Essential Job Responsibilities:

  • Administrative support for management team and on occasion, senior level staff
  • Book travel and develop itineraries
  • Assist in processing trip requests and expense reports
  • Serve as point person in scheduling meetings with CEO
  • Assist in the development of presentations and meeting materials
  • Provide support to management team meetings and client meetings
  • Produce meeting minutes and reports, as needed
  • Draft correspondence
  • General office support to Cambridge-based employees, guests and visitors
  • Provide front desk reception coverage daily from 8:30 AM – 5:30 PM (answering phones, email correspondence, accepting packages, greeting visitors, etc.)
  • Support internal staff and client meetings including booking conference rooms, arranging catering and assisting with setting up of facilities
  • Distribution list management
  • Provide support for package and mail receipt, distribution and support
  • Contribute to office event planning and set-up
  • Assist with the maintenance of a professional office environment including front desk reception area, conference rooms, common areas and kitchen (dishes, refrigerator, chalkboard, etc.)
  • Submit building/facility service requests as needed (e.g. HVAC, lighting, pest control, recycling, etc.)
  • Submit office supply orders
  • Human resources and recruiting administration
  • Creation of personnel files and assistance with general administration
  • Assistance with interview scheduling, booking of candidate travel and administering of candidate expenses
  • Entry of job requisitions, posting of jobs and tracking of candidates
  • New business support, as available
  • Ad hoc client work, as available

Attributes: To perform the job successfully, an individual should demonstrate all of the following attributes:

  • Customer service orientation
  • Excellent organization skills
  • Acute attention to detail
  • Ability to continuously multi-task and reprioritize effectively
  • Proficiency in completing tasks without direct supervision
  • Ability to anticipate needs and potential obstacles
  • Ability to interact in a professional manner with staff, vendors, candidates and clients
  • Ability to be a strong gatekeeper for senior staff
  • Ability to demonstrate the utmost discretion in potentially confidential business matters
  • Strong communications skills, both written and oral
  • Professional presence and approach
  • Self-starter with problem solving skills
  • Willingness to take on all different types of responsibilities
  • Desire to take pride and ownership for their work

Required Skills, Knowledge, Must Haves, and Experience of the “A” Player:

  • 2+ years prior administrative experience including experience with a senior level employees required
  • Experience managing multiple phone lines required
  • Previous experience with making travel arrangements for senior staff required; international and multi-destination travel experience a plus
  • Expense management, meeting coordination and catering experience a plus
  • Ability to plan events
  • Vendor relationship experience a plus

Education (degrees, technical training, etc.):

  • Some college/college degree preferred

Technical Expertise (systems, sciences, technologies, etc.):

  • Microsoft Office Suite (Microsoft Word, Power Point, and Excel)
  • Email/Calendaring programs (Outlook)

Work Conditions (Travel requirements, etc.):

  • Full-time, 40 hours/week, plus overtime
  • No travel required

Primary Contacts:

  • All-FKH, particularly senior management
  • External vendors

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