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Communications Specialist II
Mindlance
- 🇬🇧 United Kingdom | 🇺🇸 United States
- On-site
- Manager or above
- 1 day ago
- AI
- Graphic Design
- Power BI
- Smartsheet
1 day ago
Role Summary
The Administrative & Communications Specialist provides advanced executive and site administrative support while coordinating BGM internal communications and engagement initiatives. The role manages complex priorities, protects confidential information, develops and publishes compelling content, and partners across functions to deliver seamless operations, consistent messaging, and high-quality employee experiences.
Key Responsibilities
Administrative Support
Provide advanced administrative support to Senior site leaders or equivalent, with backup support as needed; manage priorities, calendars, email, action items, and correspondence.
Maintain complex calendars across time zones; coordinate meetings; arrange domestic and international travel; proactively resolve scheduling conflicts; and remain available after core business hours for travel emergencies.
Handle confidential and business-sensitive information with professionalism and discretion; coordinate departmental files in accordance with corporate and legal requirements.
Coordinate cross-functional priorities with other administrative assistants and provide general leadership-team support, including special projects and communications.
Use Microsoft Office Suite, corporate travel and expense tools, and other business systems to prepare expense reports, manage invoices, coordinate supplies and shipments, and support meeting planning.
Support onboarding and office setup for employees and contractors; provide support to maintain seating locations, email distribution lists, departmental meetings, visitor support, limited catering, and other site needs.
Maintain department SharePoint and Teams sites; support Teams/Zoom, video conference, webcast, and remote-meeting logistics.
Leverage AI-enabled tools and digital productivity solutions to improve efficiency, streamline administrative processes, and enhance productivity.
Communications & Content
Work with BGM department scientists to develop, create, publish, and distribute engaging internal communications, including newsletters, webcasts, videos, presentations, SharePoint pages, department-meeting materials, and communications for special events.
Partner with BGM leaders and Sr. Administrative Assistant to translate strategic objectives into communication plans, campaigns, employee-engagement tactics, and quarterly content.
Develop story content, conduct research, write employee features aligned to strategic initiatives, and launch or enhance communication channels such as Microsoft Teams and SharePoint.
Track, manage, and execute internal communication campaigns; design and manage content for internal communications portals.
Collaborate with cross-functional stakeholders and internal/external creative talent to produce multimedia content and ensure consistent, cohesive messaging and branding.
Assist with planning and execution of internal and external events, including monthly department meetings and other special events.
Qualifications (Minimum/Required)
Associate’s degree or equivalent relevant experience, plus demonstrated experience providing advanced administrative support to senior leaders is required; Bachelor’s degree in Communications, Public Relations, Journalism, Marketing, or a related field is preferred.
2–5 years of professional communications experience demonstrating strong project and content management skills.
Experience managing complex executive calendars, travel, meetings, and multiple concurrent priorities with general direction.
Excellent written and verbal communication skillsand meticulous attention to detail.
Proficiency in Microsoft Office 365, SharePoint, Teams, corporate travel and expense tools, social media platforms, and other digital business tools.
Basic to intermediate graphic design or video-production skills and basic to intermediate project-management skills.
Demonstrated professionalism, discretion, accountability, sound judgment, and ability to safeguard confidential information.
Comfort using AI-enabled tools and technology to support daily work processes.
Preferred Qualifications
Experience in a fast-paced corporate environment and/or the pharmaceutical or biopharmaceutical industry.
Experience with project coordination, event planning, internal communications, and employee-engagement programs.
Familiarity with SharePoint and Microsoft tools. Experience with PowerBI, Smartsheet would be beneficial.
Interest and demonstrated ability in applying AI, automation, and digital productivity solutions to improve operational effectiveness.
Skills and Attributes
Exceptional organization, prioritization, problem-solving, attention to detail, judgment, and follow-through.
Ability to work independently, meet tight deadlines, and adapt quickly while managing competing executive, operational, and communications priorities.
Outstanding interpersonal skills; collaborative mindset; ability to build trusted relationships and work effectively across organizational levels.
Fast learner who is naturally curious, results-oriented, resourceful, and committed to team success. Learning mindset to adapt to new technologies and software is a plus.
Education
An Associate’s degree or equivalent experience is required for the administrative component. A Bachelor’s degree in Communications, Public Relations, Journalism, Marketing, or a related field is preferred.
Location/Role Details
Worcester, Massachusetts site-based role - 100%
Expected contract duration: one year with opportunity for extension.
The role supports BGM leadership, team communications, and site operations, including periodic availability after core business hours in the event of travel emergencies.
EEO:
“Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.”
Communications Specialist II · Mindlance