Job description

CONFERENCE ADMINISTRATIVE ASSISTANT – Proofreader/Project Support

Cambridge Innovation Institute (CII) is seeking an extremely organized Conference Production Assistant (aka Conference Administrative Assistant) with impeccable communication skills, who thrives in an innovative and deadline-driven environment.

The Conference Production Assistant is a mid-level, administrative assistance & project support position. Daily tasks include everything from proofreading and scheduling projects, editing and preparing conference materials, to conferring with speakers and communicating with internal stakeholders.

It is a lot to juggle, and it is never boring! If you want to play a key role on the project team, tackle a dynamic and challenging to-do list with overlapping projects, pore over minute details, and deftly handle the needs of several people at once, we want to talk to you!

Our offices are in Needham, Massachusetts. Currently, this job is mostly remote ("work from home") but does require occasionally going into the office to put together conference materials, attend department or companywide meetings, etc.

CONFERENCE ADMINISTRATIVE ASSISTANT – Proofreader/Project Support

Role Responsibilities:

• Support a portfolio of conference projects with overlapping (and occasionally competing) deadlines.
• Proofread and edit conference materials against time-sensitive deadlines.
• Respond to speakers' inquiries and remind speakers of submission deadlines.
• Prepare pdf conference documentation that comes from multiple sources.
• Coordinate job specs and due dates for duplication and delivery by the printer.
• Compile, edit and format conference program guides, addenda, flyers, etc.
• Meet short turnarounds, work against tight deadlines & maintain high standards.
• Process speaker recordings and PowerPoint files for virtual and in-person events.
• Put together conference materials for in-person events and manage their distribution and return.

Qualifications and Skills:

• 3+ years’ experience as an administrative assistant or project assistant
• 3+ years’ background in proofreading and/or copy editing technical documents and preparing business correspondence
• Familiarity with supporting project teams; experience coordinating project schedules and deadlines preferred

Personal qualities:

• Highly self-motivated and dependable
• Exceptional organizational, prioritization and time-management skills

People skills:

• Effective team player with the ability to support and take direction from numerous sources, including supervisor, team members and conference speakers
• Excellent verbal and written communication and interpersonal skills

Technical skills:

• Microsoft Office – Word, Excel, PowerPoint
• Adobe
• Zoom
• Ability to learn new software

Bonus skills and experience:

• Microsoft Outlook
• Microsoft SharePoint
• Microsoft Teams
• Virtual event platforms
• Conference production, printing or publishing experience in the biotech, healthcare, energy or medical industries

CONFERENCE ADMINISTRATIVE ASSISTANT – Proofreader/Project Support

Why work for Cambridge Innovation Institute?

Our environment of outstanding employees is friendly, inclusive, and very fast-paced, where people are rewarded and recognized for all their hard work. We have a team-oriented culture that leaves lots of room for individual contributions and innovative ideas! CII actively promotes training and career development at all levels of experience and responsibility, with continuously evolving career ladders in every department. We strongly encourage work/life balance, where staff enjoy flexible scheduling, wellness programs and generous paid leave. We also provide excellent pay and incentives and a companywide profit-share program, and we are proud to offer a robust benefits package that includes health and dental insurance, 401(k), life and disability insurance, FSA plan, and more!

CII Celebrates Diversity! We welcome all qualified applicants without regard to race, religion, color, national origin, gender, gender identity, sexual orientation, age, disability, status as a protected veteran, or any other characteristic protected by applicable federal, state, or local law.

Are YOU the right person for the job? APPLY NOW!

Job Type: Full-time

Pay: $17.60 - $21.20 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Referral program
• Retirement plan

Schedule:

• Monday to Friday

Supplemental pay types:

• Bonus pay

Work Location: Hybrid remote in Needham Heights, MA 02494

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