Executive Administrative Assistant

Executive Administrative Assistant IV – Discovery Research Biotherapeutics

Location: Worcester, MA 01604
Pay Rate: $27- $31/hr based on benefit selections
Contract Duration: Approximately 6 months – Temp-to-Hire
Work Schedule: Monday–Friday | 100% Onsite
Department: Discovery Research Biotherapeutics
Employment Type: W-2 Contract with Potential for Permanent Conversion

Position Overview

Orion Group is seeking an experienced Executive Administrative Assistant IV to support our pharmaceutical client's Discovery Research Biotherapeutics department in Worcester, MA!
This is an exciting temp-to-hire opportunity for a highly organized, proactive, and detail-oriented administrative professional to provide executive-level support to a Vice President within a dynamic pharmaceutical research environment.
The selected candidate will play a key role in managing executive calendars, coordinating travel and expenses, supporting onsite visitors, facilitating new-hire onboarding, and ensuring seamless day-to-day administrative operations.
This position requires someone who can anticipate leadership needs, independently manage competing priorities, adapt quickly to changing schedules, and maintain professionalism and confidentiality while working closely with other administrative professionals across the Worcester campus.

Key Responsibilities

Executive Administrative Support

• Provide comprehensive administrative support to the Vice President of Discovery Research Biotherapeutics.
• Manage complex executive calendars, coordinate meetings, and proactively resolve scheduling conflicts.
• Anticipate executive needs and ensure schedules, priorities, and commitments are effectively managed.
• Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, and itineraries.
• Prepare, reconcile, and submit expense reports in accordance with corporate policies.
• Draft, prepare, and occasionally distribute email communications on behalf of executive leadership.
• Schedule and coordinate meetings using Microsoft Outlook, Teams, Zoom, and other conferencing platforms.
• Prepare and format presentations, correspondence, reports, and business documents.
• Maintain confidentiality when handling sensitive executive communications and departmental information.

Departmental & Operational Coordination

• Coordinate onsite visitor arrangements, including meeting logistics, room reservations, and visitor support.
• Assist with new-hire onboarding activities, including administrative setup, orientation coordination, and access requests.
• Support Blueprint-related administrative activities and maintain accurate information within applicable internal systems.
• Work closely with other Worcester administrative assistants to coordinate departmental activities and ensure consistent support.
• Provide backup administrative coverage for other administrative professionals as needed.
• Maintain departmental contact lists, organizational information, calendars, and administrative records.
• Coordinate team meetings, events, catering, and conference room arrangements.
• Assist with purchasing requests, invoices, vendor coordination, and office supply management as needed.
• Support ad hoc projects and administrative initiatives to improve departmental efficiency.

Executive & Team Collaboration

• Serve as a reliable point of contact between executive leadership, internal stakeholders, visitors, and cross-functional teams.
• Proactively identify scheduling conflicts, administrative challenges, and opportunities to improve workflows.
• Manage multiple priorities and adjust quickly to urgent requests or changing business needs.
• Collaborate with administrative colleagues to provide seamless coverage and operational support.
• Communicate effectively with leadership and stakeholders, including professionally raising concerns or recommending alternative solutions.
• Demonstrate accountability, sound judgment, and independent problem-solving skills.

Required Qualifications

• 7+ years of administrative experience, preferably supporting Vice Presidents, Senior Directors, or other executive-level leadership.
• Demonstrated experience managing complex executive calendars, travel arrangements, and expense reporting.
• Intermediate to advanced proficiency in Microsoft Office Suite, including Outlook, Excel, Word, PowerPoint, and Teams.
• Strong organizational skills with exceptional attention to detail.
• Experience coordinating executive meetings, scheduling, and administrative logistics.
• Excellent written and verbal communication skills, including experience drafting professional correspondence.
• Ability to manage multiple competing priorities in a fast-paced environment.
• Strong technical aptitude and ability to quickly learn new systems and administrative processes.
• Proven ability to work independently, anticipate needs, and proactively resolve challenges.
• Professionalism, discretion, and the ability to handle confidential information.
• Strong interpersonal skills and ability to collaborate with other administrative professionals and cross-functional teams.
• Ability to work 100% onsite in Worcester, MA, Monday through Friday.

Preferred Qualifications

• Previous executive administrative experience within pharmaceutical, biotechnology, CRO, life sciences, or research and development environments.
• Experience directly supporting Vice Presidents or senior scientific leadership.
• Familiarity with Concur, SharePoint, Visio, OrgPlus, or similar corporate administrative systems.
• Experience coordinating new-hire onboarding, visitor management, and executive communications.
• Familiarity with corporate travel, expense management, purchasing, and vendor processes.
• Previous experience providing backup administrative support across multiple departments.
• Some college coursework or an associate's or bachelor's degree.
• Previous leadership or supervisory experience.

Ideal Candidate Profile
The ideal candidate is a seasoned executive administrative professional who thrives in a fast-paced corporate or scientific research environment.
We are seeking someone who is:

• Proactive and Forward-Thinking: Anticipates leadership needs and stays two steps ahead.
• Highly Organized: Effectively manages complex calendars, travel, meetings, and competing priorities.
• Technologically Proficient: Comfortable navigating Microsoft Office, administrative systems, and new technology.
• Independent and Resourceful: Takes ownership of responsibilities and resolves issues without constant direction.
• Adaptable: Responds effectively to last-minute schedule changes and shifting priorities.
• Collaborative: Works closely with other administrative professionals and provides dependable backup support.
• Professional and Discreet: Maintains confidentiality and demonstrates sound judgment.
• Solutions-Oriented: Approaches challenges with a positive, persistent, "make it happen" mindset.

Interview Process

Qualified candidates will participate in a virtual panel interview via Microsoft Teams with members of the department's leadership and administrative team.

Work Environment & Benefits

This position offers the opportunity to work onsite at a leading pharmaceutical research facility, supporting executive leadership and the Discovery Research Biotherapeutics department.

Opportunity Highlights:

• Approximately 6-month initial contract.
• Temp-to-hire opportunity, with potential for permanent conversion based on business needs and performance.
• Monday–Friday onsite schedule in Worcester, MA.
• Opportunity to collaborate with senior leadership and scientific research professionals.
• Supportive, team-oriented administrative environment.
• Exposure to pharmaceutical discovery research operations and cross-functional business activities.

Orion Group is an equal opportunity employer committed to providing employment opportunities to qualified candidates from diverse backgrounds.


People are our business worldwide

Orion Group was founded in 1987 and is now one of the largest, independent, international recruitment companies. We have a network of 200 employees working from 24 offices, delivering a range of services – Talent Acquisition, Recruitment Outsourcing Services, Retained Search, Global Workforce Solutions, Completions & Commissioning and Materials Management – across 68 countries. As a global leader in workforce solutions, we recruit personnel across the Engineering & Technical, Office & Commercial, Scientific and Skilled Trades disciplines, for sectors including Oil & Gas, Life Science, Power & Utilities, Constructions & Infrastructure, Manufacturing and Renewables.