Administrative Assistant

Role Summary

• Responsibilities: You will support several members of our Senior Management Team with a variety of tasks to ease the administrative burden they face, ensuring they can excel in their key area of expertise. You will also provide general support to others in the US Operations Team
• Salary: $45,000 per annum, depending on your previous experience (please note this is a standardized, non-negotiable salary)
• Benefits: Hybrid working options that allow you to work from home up to 50% of your time, generous holiday allowance, flexible working hours, private medical and dental insurance, 401K plan, life insurance, full funding for external training, comprehensive travel insurance and more
• Role Type: Full-time, permanent
• Start Date: We are currently recruiting for immediate start dates in 2024. We have start dates available every month and you will be asked to state your availability on your application form
• Location: This role is available in our Boston office

About the Role

Are you someone who thrives in a fast-paced, ever-changing environment? Do you enjoy variety in your work and the chance to tackle new challenges every day? Are you a highly organized individual who enjoys improving the working lives of others? If so, our new Administration Assistant role is perfect for you.

We are seeking a proactive and enthusiastic individual who will make a significant impact on the Senior Management Team and the wider company, taking pride in offering the best possible service to those they support. As part of this, your key responsibilities will include:

• Calendar Management. Overseeing the calendars of several senior colleagues, ensuring their schedules are organized and up to date
• Meeting Coordination. Scheduling and organizing meetings, including logistical arrangements, agenda preparation, and minute-taking
• Expense Management. Making purchases and processing expenses, ensuring timely and accurate financial administration
• Events Coordination. Supporting with the planning and organization of both internal and external events by researching venues, selecting catering options, and managing travel arrangements
• Ad-hoc Support. Providing flexible and proactive support across the Operations and Scientific divisions, assisting with various administrative tasks and company projects as needed

Hybrid Working Policy: We recognize that home-working can improve work life balance, reduce commuting times and costs, and provide the opportunity to juggle personal commitments. At the same time, we believe that having face-to-face time in the office holds many benefits and is central to ensuring that the community we have created, where people have a workplace they belong to and feel part of, is never lost.

Therefore, we offer flexible working arrangements that allow our colleagues to work from home for up to half of the time, measured across a 2-week rolling period.

Career Profile

We offer many opportunities for personal and professional development at Costello Medical. Please click below to read first-hand accounts from our colleagues about their time with the company: https://www.costellomedical.com/careers/working-at-costello-medical/

Why Choose a Career in Operations with Costello Medical?

Costello Medical is a global healthcare agency specializing in medical communications, market access and health economic and outcomes research. Our vision is to be a leading global partner consistently striving for meaningful and outstanding contributions that improve people’s health and lives.

This is an exciting time to join the Costello Medical team as we are experiencing rapid growth both in the US and internationally, driven by our commitment to delivering exceptional customer service and high-quality work. This means there are ample personal and professional development opportunities for all colleagues.

At Costello Medical, we recognize the importance of talent in business operations and believe we offer an exceptional platform for you to kick-start and build your career with us.

• A truly varied role. As our company processes continue to evolve, you will have the opportunity to immerse yourself in a wide range of administrative tasks and projects to support senior colleagues, broadening your knowledge and skill set. You will also be encouraged to delve into new projects beyond your own workload, gaining a deeper understanding of Costello Medical's operations and contributing to our ongoing success
• Colleagues who respect and value you. The contributions our Administration Assistants make are hugely valued by the entire workforce. With a proactive and collaborative approach, you will build positive, trusting relationships, making you feel like an integral part of the company
• Have your say and shape your own career. We strongly believe in empowering our colleagues to drive their own careers and achieve their individual goals. With close guidance from experienced team members, you will have the autonomy to support with a range of tasks and initiatives, enabling you to discover your interests in a dynamic and supportive environment
• We are invested in our culture. We are committed to our company values which promote a fun, friendly and innovative workplace in which we strive to deliver the highest standards of quality. As a result, we achieved B Corporation certification in 2022. These values are embraced by the entire company, including the Operations division
• Contribute towards something meaningful. At Costello Medical, we are committed to improving health globally, and our clients include leading pharmaceutical and medical technology companies, patient and public health bodies, as well as charitable organizations. By supporting senior colleagues across various divisions, you will be enabling them to deliver the highest quality work for our clients, directly contributing to our mission. You will also be supporting a company that believes in corporate social responsibility, giving back to the local community through funded volunteering and pro bono days

Requirements

About You

You will be enthusiastic, motivated, and will enjoy working in a fast-paced environment. You will also thrive on making a positive difference to the working lives of those you support, proactively reducing their administrative burden.

Essential requirements for the role are:

• Strong written and verbal communication skills, ensuring clear and efficient interaction with your manager and those you support to meet objectives

• A passion for delivering outstanding customer service, both internally and externally
• The ability to manage and prioritize your workload effectively, adapting to changing deadlines
• Exceptional attention to detail
• A good understanding of Microsoft Office programs, including Word, Excel, and PowerPoint. Familiarity with Outlook is advantageous but not essential, as full training would be provided
• Discretion and the ability to handle sensitive documents and information appropriately
• A high level of proactivity to shape this role and add the most value to those you support
• Demonstrating a positive, “can do” attitude with the creativity needed to continually improve processes
• The ability to conduct yourself professionally at all times

No prior working experience is required for this role, and we welcome applications from those looking to begin their career in an administrative position within a successful and thriving company. You will receive comprehensive one-to-one training from experienced members of the team, enabling you to quickly take on increasing responsibility in support of your senior colleagues.

Benefits

What We Offer

• A starting salary of $45,000 per annum, depending on your previous experience. Please note that this salary is standardized and non-negotiable
• A discretionary profit share bonus paid twice per year
• Private medical insurance with a company contribution
• Dental and vision cover
• 23 days’ vacation leave increasing by 1 day to a maximum of 27 days. 6 public holidays plus 1 floating holiday
• The chance to work from home for up to half of your working time
• Retirement savings via a 401k plan
• Paid funding for external education and study leave
• Life insurance
• Comprehensive travel insurance
• Flexible and reasonable working hours
• Regular company-funded social activities

Please click here to learn about our reward package and the other benefits of working for Costello Medical: https://www.costellomedical.com/careers/benefits-package-in-the-us/

The Recruitment Process

Our recruitment process begins with a self-recorded video interview, followed by an assessment, both of which you can complete in your own time. If successful, you will be invited to an interview with senior members of our Operations team. Our standard recruitment process lasts around 2 to 3 weeks, however this can be adapted if necessary.

As an equal opportunity employer, we are committed to fostering a diverse and inclusive workforce and, throughout the recruitment process, there are a number of reasonable adjustments we can provide. Please click here to read more about this and contact the People Team via [email protected] should you require reasonable adjustments at any stage.

We are currently recruiting for immediate start dates. We have start dates available every month and you will be asked to state your availability on your application form. Whilst there are no set application deadlines, we would strongly recommend applying as early as possible so that we can begin processing your application, as the role will close when a suitable candidate is found. Please note that this role is available in our Boston office.

How to Apply

You are required to submit your resume and a cover letter via our online application form. In your cover letter, you must explain why you think you would be suited to the role and why you would like to join Costello Medical, with examples to support both.

While we embrace Artificial Intelligence (AI) technologies to innovate and improve processes, we want to understand your unique skills and experiences throughout the recruitment process. Therefore, if you use AI to assist with your application, we recommend that you do not rely solely on this technology to generate your application materials. As your role may involve developing new written content from scratch and handling confidential data that cannot be uploaded to AI technology, it is important for us to assess your own skills and abilities.

Please contact the Talent Acquisition team at [email protected] if you have any questions about the role or application process.

Visa Sponsorship

We welcome applications from international candidates, but we are unfortunately unable to provide visa sponsorship for working visas. Therefore, you must have the right to work in the US independently from the company. However, we are able to consider those on a temporary visa, such as an OPT visa.