Administrative Coordinator/Specialist

Location
Cambridge, MA
Posted
Jul 17, 2021
Ref
4622205003
Hotbed
Genetown
Required Education
High School or equivalent
Position Type
Full time
Cygnal, a new biology platform company, was founded by Flagship Pioneering to pioneer the field of exoneural biology – the impact of the peripheral nervous system on cancer, the immune system, metabolism, and regeneration. The company is applying cutting-edge neuroscience to elucidate novel therapies to treat cancer progression and metastasis, autoimmune conditions, inflammation, and other diseases.

Flagship Pioneering conceives, creates, resources, and develops first-in-category life sciences companies to transform human health and sustainability. Since its launch in 2000, the firm has applied a unique hypothesis-driven innovation process to originate and foster more than 100 scientific ventures, resulting in over $30 billion in aggregate value. To date, Flagship is backed by >$3 billion of aggregate capital commitments, of which over $1.4 billion has been deployed toward the founding and growth of its pioneering companies alongside >$10 billion of follow-on investments from other institutions. The current Flagship ecosystem includes Denali Therapeutics (NASDAQ: DNLI), Evelo Biosciences (NASDAQ: EVLO), Moderna Therapeutics (NASDAQ: MRNA), Rubius Therapeutics (NASDAQ: RUBY), Seres Therapeutics (NASDAQ: MCRB), and Syros Pharmaceuticals (NASDAQ: SYRS).

JOB DESCRIPTION

The Administrative Coordinator/Specialist will be a key member of the operations team and will report to the Manager of the Office of the President and CEO at our rapidly growing company. In this role, you will often be the first person a guest meets when they visit; representing Cygnal will mean you must think on your feet to find answers to questions from visitors, vendors, candidates, and those within the organization itself. You will be the point person for everything office-related, from fixing printers to remembering to stock the favorite snacks; from answering the door to coordinating an event; from logging data to scheduling meetings and booking conference spaces. You are the host of this party! The ideal candidate will be people-oriented and able to effectively combine creativity and pragmatism. While we strive to offer flexibility, this position will be based primarily on site at Cygnal’s office.

DESIRED BEHAVIORS & COMPETENCIES

  • Polished, professional, welcoming and a service-oriented demeanor at all times
  • Clarified and confident ethical standards that guide decision making in ambiguous circumstances
  • Comfort functioning in a role that requires a high degree of flexibility with the ability to take on a wide range of responsibilities to support office operations
  • Aptitude for working in collaborative team environments with a focus on maturity, proactive communication and resiliency
  • Curiosity and proactive learning mindset to support continuous growth both personally and for the business
  • Ability to manage multiple, concurrent tasks with the highest levels of professionalism, timely turn-around times and client service
  • Extremely strong communication skills, both verbal and written

 

RESPONSIBILITIES

  • Manage office operations of a fast-growing company, which includes greeting and escorting guests, applicants and vendors, maintaining visitor logs, communication to staff regarding visitors, and receiving incoming calls
  • Provide administrative support to upper management and/or designated departments, handling high volume of directive administrative task requests via multiple clients that require professional discernment on appropriate urgency/prioritization to complete
  • Support scheduling needs of several VP/SVPs in the company, along with occasional support of Chief Officers
  • Serve as point person for general day-to-day office inquiries and complete other administrative tasks
  • Directly manage an external IT vendor
  • Assist staff on simple IT needs, while escalating more serious issues and following up on open tickets
  • Maintain two kitchen areas (ordering and re-stocking snacks/drinks, coffee machines, general tidying)
  • Manage electronic onsite check-in/check-out system for contact tracing purposes
  • Place orders for office supplies and catering needs
  • Help the Laboratory Operations Manager sort and distribute mail and packages and monitoring outgoing UPS / FedEx shipments and other coordinated tasks between the office and labs
  • Coordinate on-site badging and the parking program
  • Ensure conference rooms are clean and well-stocked
  • Answer and provide general company knowledge and information to callers on a multi-line phone system in a friendly, clear manner
  • Help to maintain the cleanliness of common areas
  • Regularly interface with individuals at all levels of the organization
  • Assist with the logistics for events, meetings, seminars or conferences
  • Demonstrate understanding of company policies and procedures and their application and impact on company operations and success 

REQUIREMENTS

  • Comfort in learning new technologies as to become proficient in desktop systems/internal software necessary to successfully perform assigned tasks, both Mac and PC is ideal
  • Intermediate/Advanced knowledge of Microsoft Office Suite (i.e. PowerPoint, Word, Excel, and Outlook as well as collaborative tools such as Zoom and Egnyte)
  • An intermediate knowledge of IT as it relates to assisting staff on simple needs and escalating more serious issues and following up on open tickets
  • Understand policies as they relate to building security and maintain a high level of security awareness for the office
  • Demonstrates understanding of company policies and procedures and their application and impact on company operations and success.
  • Outstanding communication and listening skills
  • Hands-on style and capabilities needed to work with a growing group of talented employees within a focused and dynamic goal-driven organization; an attitude of “no job too big or too small” and a willingness to roll up your sleeves and get things done
  • Ability to work effectively and smoothly with all levels within the organization, including members of the leadership team
  • Confidence, experience and high comfort level working in a dynamic company and with a scientific and technical employee base
  • Collaborative approach to problem solving and the ability to work effectively with individuals both internally and externally
  • Advanced knowledge of travel coordination and calendar management
  • Provides back-up to the Manager of the Office of the President and CEO

 

BASELINE EDUCATION REQUIREMENTS/QUALIFICATIONS

  • B.A. (or equivalent degree) and 1-2 years of relevant work experience, or
  • H.S. Diploma, A.A. or A.S. and 3+ years of relevant work experience
  • Biotech and/or pharmaceutical experience a huge plus
  • Successful candidate must be authorized to work in the United States.

Recruiting and Staffing Agencies

Flagship Pioneering and its affiliated Flagship Lab companies (collectively, “FSP”) do not accept unsolicited resumes from any source other than candidates. The submission of unsolicited resumes by recruitment or staffing agencies to FSP or its employees is strictly prohibited unless contacted directly by Flagship Pioneering’s internal Talent Acquisition team. Any resume submitted by an agency in the absence of a signed agreement will automatically become the property of FSP, and FSP will not owe any referral or other fees with respect thereto.