Administrative Assistant

Role Summary Responsibilities: You will be responsible for the smooth running of our Boston office, with a focus on creating a friendly and productive working environment. You will also support several members of our management team with a variety of tasks to ease the administrative burden they face, ensuring they can excel in their key area of expertise Salary: $50,000 per annum (please note that we have established salary bands that ensure a fair and consistent approach for all applicants, eliminating the need for individual negotiation) Benefits: Discretionary profit share bonuses paid twice per year, hybrid and flexible working options, generous vacation allowance, private medical and dental insurance, 401K plan with up to a 5% employer contribution, life insurance, full funding and study leave for external training and more Role Type: Full-time, permanent Start Date: This role will ideally commence in October 2025. However, we have start dates available every month and you will be asked to state your availability on your application form Application Deadlines:Whilst there are no set application deadlines, we strongly recommend applying as early as possible. This role will close when a suitable candidate is found 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 Administrative Assistant role is perfect for you. We are seeking a proactive and enthusiastic individual who will work closely with the Facilities team to assist with the day-to-day running of the Boston office and uphold our exceptional standards of customer service. Your key responsibilities will include: Greeting visitors to the office with friendliness and professionalism Ensuring that we maintain a safe, tidy and professional environment, especially in the shared kitchen Building relationships with service providers and suppliers Liaising with the building's management and security teams as necessary Purchasing general supplies, such as kitchen consumables and stationery Conducting basic health and safety checks, for which training will be provided Providing ad-hoc calendar support for senior colleagues, ensuring their schedules are organized and up to date Scheduling and organizing meetings, including logistical arrangements, agenda preparation, and minute-taking Making purchases and processing expenses, ensuring timely and accurate financial administration Supporting with the planning and organization of both internal and external events by researching venues, selecting catering options, and managing travel arrangements Providing ad-hoc support across the Operations and Scientific teams, assisting with various administrative tasks and company projects as needed Hybrid Working Policy: 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. At the same time, we recognize that homeworking can improve work life balance, reduce commuting times and costs, and provide the opportunity to juggle personal commitments. 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. Please note that as part of our wider flexible working policy, employees may work outside of Massachusetts for up to 4 weeks annually. 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/ About Costello Medical Costello Medical is a rapidly growing global healthcare agency specialising in medical communications, market access, and health economic and outcomes research. We work with a wide range of clients, including the industry’s most successful pharmaceutical and medical technology companies, patient and public health bodies, and charitable organisations. We have been listed in the Top 100 Best Companies to Work For list since 2017 and were proud to receive B Corporation accreditation in 2022. Learn more about us, our work, and our mission on our website: https://www.costellomedical.com/ Requirements About You We are looking for someone who 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: Exceptional organisational skills Strong written and verbal communication skills, ensuring clear and efficient interaction with your manager and those you support to meet objectives The ability to work independently with confidence and autonomy A passion for delivering outstanding customer service, both internally and externally The ability to manage and prioritize your workload effectively, adapting to changing deadlines 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 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 in a friendly and professional manner at all times While some prior experience in a related role is desirable, we also welcome applications from those looking to begin their career in an administrative position within a successful and thriving company. Benefits What We Offer Alongside our award-winning company culture, where every team member is celebrated, respected, and has their voice heard, we are proud to offer a comprehensive benefits package that includes: A starting salary of $50,000 per annum, as well as a discretionary profit share bonus paid twice per year. Please note that we have established salary bands that ensure a fair and consistent approach for all applicants, eliminating the need for individual negotiation 23 days’ vacation leave increasing by 1 day each year to a maximum of 27 days. 6 public holidays plus 1 floating vacation day to use on a holiday of your choosing Flexible, reasonable working hours and the chance to work from home for up to half of your working time Private medical insurance with a company contribution, as well as dental and vision cover and life insurance Retirement savings via a 401k plan with up to a 5% employer match Paid funding for external education and study leave Paid and unpaid sabbaticals based on length of service 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 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. Then, our recruitment process includes an interview with senior members of our Operations team. You will be asked to complete an assessment after the interview has concluded. 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: https://www.costellomedical.com/reasonable-adjustments/ Please note that, whilst we embrace AI to innovate and improve processes, your role may involve working with confidential data that cannot be uploaded to AI. Therefore, it is important for us to assess your own skills and abilities, so we recommend that you do not rely solely on this technology to generate any application materials. 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.