Administrative Assistant/Receptionist

Job Description

Job Title:          Administrative Assistant/Receptionist

Reports To:         Office Manager

Location:               Boston, MA

Position Summary:

The Administrative Assistant/Receptionist is responsible for handling all administrative tasks as assigned and is responsible for managing not only the reception desk duties, including greeting guests and answering and screening and/or forwarding calls in a highly professional manner, but also managing the organization’s breakroom, i.e., ordering and stocking kitchen and office supplies.  The AA/Receptionist should be dynamic, personable and be able to professionally interact with all levels in the organization, as well as external visitors and vendors.  

The AA/Receptionist should be proficient in Microsoft Office Suite: O365, Outlook, Word, Excel & PowerPoint.  This person must be able to prioritize and complete multiple tasks in an efficient manner within our fast-paced working environment.  The ideal candidate for this job is reliable, organized, resourceful, and a good problem solver.

Key Duties and Responsibilities:

Reception and Breakroom duties:

  • Answer telephone, screen & forward calls and manage user account extensions 
  • Greet clients, offer refreshments, escort into conference room, assist with AV needs
  • Order office supplies, including break room/kitchen through Peapod and WB Mason
  • Manage Printer/Copier/Scanner, assign new users and order toner supplies when needed

Administrative responsibilities include:

  • Sorting and distribution of mail to team members
  • Preparation of FEDEX or priority mail 

Organization of legal/regulatory filing system

May need to assist w/ expense report management for Executives

  • Ensure appropriate categorization of expenses through Concur
  • Document back up receipts with necessary information, including date, attendees, client 
  • Reconciliation of corporate credit card via transaction statement excel spreadsheet and all receipts

Assist w/ calendar management as needed maintain team schedules:  set up meetings, conference calls, live & WEBEX meetings, interview schedules, and appointments

Make cost-effective travel arrangements and document expenses for reconciliation through our Concur online booking tool and/or our travel agency

Assist w/ onboarding of new hires, including liaise w/ IT for office equipment and O365 accounts

Other reasonable activities as requested by any team member

Qualifications:

  • Proficiency in MS Office with expertise in Microsoft Outlook, Word, PowerPoint and Excel
  • Detail oriented and comfortable working in a fast-paced office environment
  • Exceptional communication skills
  • Superior organization skills and dedication to completing projects in a timely manner
  • Experience with legal and regulatory systems in a biopharm or start up environment a plus
  • At least 2-4 years administrative experience preferred 

JOIN ALBIREO

Equal Opportunity Employer

Albireo Pharma, Inc. is an equal opportunity employer and does not discriminate against any applicant because of race, creed, color, age, national origin, ancestry, religion, gender, sexual orientation, disability, genetic information, veteran status, military status, application for military service or any other class protected by state or federal law.

All applicants should be legally entitled to work for any employer in the U.S.

Note to employment agencies: Please do not forward any agency resumes.  Albireo is not responsible for any fees related to resumes that are unsolicited.