Administrative Support Specialist

Job Description

On-site role, part-time (20 hours/week), scheduled mornings (8:00 AM - 12:00 PM), and local candidates only.

Our client develops, manufactures and supplies a wide array of innovative medical diagnostic products, services, tests, platforms and technologies.

Role Summary:

• Elevate your career as an Administrative Support professional by joining a dynamic team dedicated to operational excellence.
• Serve as the operational engine for the Global Customer Success (GCS) ML SBX team, ensuring seamless execution of cross-functional initiatives.
• Drive team visibility, facilitate communication, and contribute to a globally impactful organization through strategic support, documentation, and data analysis.

Detailed Responsibilities:

• Stakeholder Coordination: Proactively follow up on action items with global team members and cross-departmental stakeholders to meet project milestones and clear dependencies.
• Governance & Meetings: Manage complex scheduling across time zones, prepare meeting documents, and synthesize high-quality, actionable meeting minutes.
• GCS Content & Marketing: Support the collection, drafting, and editing of marketing materials and internal communications, such as newsletters, to maintain high team visibility.
• Data Analysis & Performance Visibility: Consolidate departmental data, maintain performance dashboards, and create visual reports to enable informed decision-making and root-cause analysis.
• Team Facilitation: Organize and facilitate team events and meetings to optimize information flow, promote communication, and boost morale.
• Other Projects: Assist with additional initiatives as assigned by management.

Requirements:

Hard/Technical Skills:

• Proficiency in data visualization tools such as Excel (Pivot Tables, VLOOKUPs, charts), Tableau, or PowerBI.
• Strong business writing skills for newsletters and executive summaries.
• Experience with project tracking tools like Smartsheet, Jira, or Trello.
• Advanced Microsoft Office 365 skills, including calendar management and document version control in SharePoint and Teams.

Soft Skills:

• Analytical curiosity and ability to question data trends.
• Diplomatic persistence in coordinating with global stakeholders.
• Extreme accountability with a "finisher" mindset for follow-through on action items.
• Strong communication skills and the ability to participate effectively in meetings.
• Attention to detail and tech-savviness.

Education & Experience:

• Bachelor’s Degree (BA/BS) required.
• Minimum of 5+ years of experience in administrative, operations, or project support roles within a corporate setting.
• Experience with data analysis, performance dashboards, and familiarity with relevant tools is preferred.
• Prior experience in a biotech or healthcare environment is a plus.