For general job inquiries, please email Shauna Samson, Director of Human Resources,



Job Description 

Cambridge Healthtech Institute (CHI), the preeminent life science network for researchers and business experts from top pharmaceutical, biotech and academic organizations, is seeking an extremely organized Conference Administrative Assistant. You will work closely with members of our conference production team and provide administrative support for the organization of conferences covering a wide variety of life science related issues. This is a mid-level, administrative assistance & project support position in which you will do everything from proofreading and preparing conference documentation and materials to conferring with speakers and researching content. If you would like to be part of a key, behind-the-scenes team in which you will tackle overlapping projects, pore over minute details and deftly handle the needs of several people at once, we want to talk to you!

Job Responsibilities 

As a Conference Administrative Assistant, you will be responsible for organizing and prioritizing your own work load. While many of the tasks we do are administrative in nature, this is not your typical admin job in that you will support projects rather than individuals. Each of our conferences takes roughly eleven months to bring from concept to reality. Tasks are assigned by your manager, but direction for those tasks can come from any member of the conference team. It can be a lot to juggle, but you will find that it is never boring.

Your specific duties as a Conference Administrative Assistant will include:

  • Proofreading and editing conference materials against time-sensitive deadlines
  • Researching conference-related information using Internet resources and CHI's database
  • Responding to speakers' inquiries and reminding speakers of material submission deadlines
  • Compiling and preparing electronic conference documentation from various company departments and external sources, including collecting and converting speaker presentations to PDFs for conference proceedings
  • Coordinating job specs and due dates for duplication and delivery by the printer
  • Preparing and shipping on-site conference documentation
  • Formatting and creating conference program guides, addendums, evaluation forms and handouts
  • Merging, editing and sending speaker packages, deadline reminders, thank you letters and other documents
  • Managing all attendee conference material (program guides, evaluations, flyers, etc.) ensuring that all content is up-to-date and then compiling, editing, formatting and receiving approval, all while working against a hard print deadline
  • Meeting short turnarounds while maintaining high standards

Job Requirements 

As a Conference Administrative Assistant, you must be self-motivated and dependable with outstanding organizational, prioritization and time-management skills. You must also be an effective team player with the ability to support and take direction from numerous sources, including your supervisor, team members and conference speakers. It is also important that you display excellent verbal and written communication, and interpersonal skills.

Specific qualifications for the Conference Administrative Assistant position include:

  • Minimum 3 years’ experience in an administrative, support, executive assistant and/or conference production capacity; experience in biotech, healthcare, medical, printing or publishing industries, preferred 
  • At least 3 years’ background in the proofreading of general and technical documents, copyediting, Internet research, quality control and/or preparing business correspondence
  • Ability to score 85% or higher on a proofreading test
  • Strong Internet research skills
  • Exceptional computer proficiency, particularly with Word, Excel, PowerPoint and Adobe
  • Ability and willingness to travel on approximately 4 trips per year

Interested candidates, please email a cover letter and resume to:
Deborah Shear
Associate Director, Conference Production