Senior Administrative Assistant

Help us change lives

At Exact Sciences, we’re helping change how the world prevents, detects and guides treatment for cancer. We give patients and clinicians the clarity needed to make confident decisions when they matter most. Join our team to find a purpose-driven career, an inclusive culture, and robust benefits to support your life while you’re working to help others.

Position Overview

The Senior Administrative Assistant provides support to one or more Exact Science’s departments in several ways including event planning, meeting scheduling, logistics coordination, data entry and other administrative tasks. The function of this role enables the department to optimize technical resources to meet core business demands in the business area in which it supports.

This role supports multiple senior leaders in the Precision Oncology business unit including Sales and operational functions.

Essential Duties

Include but are not limited to the following:

• Provide administrative support to the Operations leadership and functional departments.  This position will handle confidential and sensitive business critical information.
• Schedule and coordinate meetings for leadership – i.e. prepare materials, keep meeting minutes, reserve rooms, arrange food services when vendor visits.
• Draft correspondence and presentations, type from notes, edits, photocopies, faxes, files, etc.
• Greet and escort visitors at reception areas when needed.
• Consistently convey a friendly, helpful, and professional attitude with employees and visitors.
• Provide timely and accurate information.
• Manage multiple Operations leader calendars and schedule supporting requests as needed.
• Arrange travel schedule and reservations, including international travel.
• Maintain clear and complete records as well as follows policies and procedures to comply with all elements of Exact Sciences’ Quality System relevant to the position.
• Assist in developing documentation around policies and processes within Operations to provide clarity to functional depts as we continue to build out best practices as an organization.
• Perform other duties as assigned by Operations leadership.
• Sort, distribute, and forward incoming mail in a timely fashion for Operations team members when received at site drop-off locations.
• Excellent attention to detail and organization skills.
• Strong communication skills both written and verbal.
• Demonstrate a customer service mindset, treating internal and external customers with world-class service.
• Ability to frequently and accurately communicate with employees, customers, etc. face-to-face, via the telephone or by email.
• Ability to work in basic software applications and systems and a willingness to learn new systems as needed i.e. – Microsoft Office, phones, printers, fax.
• Uphold company mission and values through accountability, innovation, integrity, quality, and teamwork.
• Support and comply with the company’s Quality Management System policies and procedures.
• Regular and reliable attendance.
• Ability to work designated schedule.
• Ability to work nights and/or weekends.
• Ability to lift up to 30 pounds for approximately 10% of a typical working day.
• Ability to work on a mobile device, tablet, or in front of a computer screen and/or perform typing for approximately 90% of a typical working day.
• Ability to grasp with both hands; pinch with thumb and forefinger; turn with hand/arm; reach above shoulder height.
• Ability to work on a computer and phone simultaneously.
• Ability to use a telephone through a headset.
• Ability to comply with any applicable personal protective equipment requirements.
• Ability and means to travel between Madison locations.
• Ability to travel 5% of working time away from work location, may include overnight/weekend travel.
   

Minimum Qualifications

• Associate’s degree in business administration, or a related field; or high school diploma or general education diploma and 2 years of relevant experience in lieu of degree.  
• 5+ years of experience in an administrative support capacity assisting a team or individuals.
• Proficiency with Microsoft Office Software Suite.                     
• Authorization to work in the United States without sponsorship.
• Demonstrated ability to perform the Essential Duties of the position with or without accommodation.

Preferred Qualifications

• Associate’s degree in Administrative Studies or a related field.

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Salary Range:

$58,000.00 - $92,000.00

 

The annual base salary shown is for this positi