EBSCO Health Senior Administrative Assistant

EBSCO Information Services (EIS) provides a complete and optimized research solution comprised of e-journals, e-books, and research databases — all combined with the most powerful discovery service to support the information needs and maximize the research experience of our end-users. Headquartered in Ipswich, MA, EIS employs more than 3,300 people worldwide. We are the leader in our field due to our cutting-edge technology, forward-thinking philosophy, and top-notch workforce. EIS, a division of EBSCO Industries Inc., based in Birmingham, AL, is ranked in the top 200 of the nation’s largest, privately held corporations according to Forbes magazine. EBSCO is a company that will motivate you, inspire you, and allow you to grow. We are looking for the best. If you are too, we encourage you to explore our unique opportunities.

EBSCO Health Senior Administrative Assistant

The EBSCO Health Senior Administrative Assistant will provide overall administrative and project support to the DynaMed Plus and Medical PM teams. This individual provides the highest quality administrative and project management support to maintain optimal efficiency of a growing editorial and product management team.

The Senior Administrative Assistant must be creative, proactive, and enjoy working in a mission, deadline, and results-driven environment. This individual will demonstrate good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Senior Administrative Assistant must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

This position normally requires a full-time presence in the Ipswich office location. Out of an abundance of caution, EBSCO is maintaining a work-from-home situation until December 31, 2020. This position will be fully remote until then and will switch to be fully in-office upon reopening.

Primary Responsibilities

• Comprehensive administrative support for the EBSCO Clinical Decisions team, (~ 200 remote and on-site staff)
• Meeting setup and across-team event planning
• Order office supplies and equipment, including printer toner and business cards
• Maintain department documentation such as floor plans, organizational charts and staff lists
• Submitting and tracking facilities work orders, IT service requests and general troubleshooting issues for employees and contractors
• Space planning needs for Ipswich office, including hands-on help coordinating reopening of the offices (demonstrating initiative to maintain positive working relationships with facilities and IT to ensure all team needs are met)
• Seamlessly coordinate and be main point of contact for Travel/Expense Coordinator
• Support all planning and execution of the annual DynaMed Plus Summit
• Provide support for department heads including coordination of Deputy Editor meetings, including building the agenda with complex scheduling and calendar management
• Recruitment coordination: working with hiring managers to arrange interview schedules and working with applicants on pre-interview logistics
• Support process for maintaining and executing Continuing Medical Education (CME)
• Handling matters of sensitivity, requiring discretion
• Effectively communicate with other EBSCO departments
• Additional responsibilities including, but not limited to: drafting correspondence, internal newsletter support, survey creation, and ad-hoc projects as needed. 

Required Qualifications

• High School Diploma (Bachelor's degree preferred)
• 3+ years administrative or customer service experience
• 3+ years of experience using Microsoft Office including Outlook, Word, Excel, PowerPoint
• 3+ years of experience in an office environment
• Able to work in office full time, 5 days per week (upon reopening of office location)

Preferred Qualifications

• Ability to manage multiple assignments, see tasks through to completion under deadlines, and report on completed projects
• Flexible to deal with rapid changes and incorporating new tasks into schedule
• Enjoys working as part of a team and with different personalities
• Detail-oriented with excellent reading, writing, and communication skills
• Excellent organizational and time-management skills, with ability to anticipate needs and reassign prioritization
• Comfortable with frequent interruptions
• Experience with Adobe Acrobat, Microsoft Publisher and Visio, SharePoint, WebEx and Skype for Business

EBSCO Industries, Inc.is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws.  EBSCO strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, sex (including pregnancy), age, national origin or ancestry, ethnicity, religion, creed, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.  This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.

EBSCO complies with the Americans with Disabilities Act (ADA), as amended by the ADA Amendments Act, and all applicable state or local law.

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