Job Summary/Objective

This Executive Assistant provides support to the company’s senior leadership. This person will plan, prioritize, communicate, and self-organize a high volume of activity and manage a diverse workload including highly confidential and sensitive information. This is a demanding, high visibility role, and the incumbent will interface with senior leaders inside and outside of our organization. This position requires a superior ability to multi-task and solve problems within the scope of this role. The successful candidate will be responsible for providing highly skilled, efficient, and effective administrative and organizational support to the senior leadership team (select CXO leaders). This position not only encompasses traditional EA tasks as denoted, but it is also responsible for periodically independently managing projects across various departments and levels of our organization.

Key Responsibilities

Provides administrative support including:

• Support CEO and select C-suite executives in all administrative needs including calendaring, travel, meetings, and business expense reconciliation
• Prepare, send and manage general correspondence with internal and external stakeholders
• Assist with Board presentations, communications, coordination, travel and scheduling
• Meeting planning and execution, managing vendors, and event quality
• Maintain confidential files
• Help coordinate employee and corporate events
• Anticipates, thinks through, and creatively solves problems
• Effectively self-prioritize, balance, and manage a variety of simultaneous projects. Ensure reliable and timely completion
• Takes responsibility for special projects including presentations, research, and solutions for the Executive Team
• Perform other duties/special projects as assigned by executives

Project Management examples:

• Manage Change Control board process to ensure cadence and follow up
• Co-manage Environmental, Social, and Governance (ESG) efforts/advancement

Time Management / Executives Calendaring

• Design, organize, and facilitate LT meetings cadence (scheduling, presentations, action items follow-up)
• Manage executives’ calendars and appointments
• Schedule meetings, prepare necessary materials
• Coordinate meeting dates, proactively mitigate conflicts
• May schedule candidate interviews
• Communicate meeting prioritization and conflicts with executives

Executives Travel & Expense Reports

• Make travel arrangements, manage related calendar entries, and submit expenses in a timely manner. Proficiently manage this activity across multiple time zones, as necessary
• Reach out to vendors to secure receipts if not provided by travelers
• Assist with travel for candidates, may book travel for Board Members for Board Meetings
• Coordinate domestic and international travel arrangements including passports, transport, hotels, seminar and conference registrations
• Checking incoming flights and monitoring flight arrivals, flight departures, rebooking quickly as necessary, following up and getting feedback after travel
• Confirming special requirements of travelers with hotels before arrival
• Ensure travel is smooth and without disruptions

Critical Skills

• Excellent judgment and be able to handle confidential sensitive information
• High level of professionalism, interact well with leaders, employees, and board members
• Ability to set priorities and handle multiple tasks with a high level of efficiency
• Strong interest in being part of a team that focuses on positively impacting patient lives.
• Excellent interpersonal skills with the ability to influence others, internally and externally, in a positive and effective manner
• Creative, flexible, well organized, resourceful and detail-oriented, with the ability to promptly assess documents for accuracy as well as consistency
• Exceptional communication skills, both verbally and in writing with the ability to effectively communicate with all levels of management
• Proactively anticipates and problem solves for productive outcomes and events
• Analytical skills to resolve sensitive or complex situations
• Demonstrated excellent proficiency with software/systems (Microsoft Word, Excel, PowerPoint)

Qualifications

• Commensurate work experience (minimum 5 years EA) and a college degree (Business Administration or similar).
• Prior experience in a biotech/life science, pharmaceutical, or med-tech with marketed products is preferred.

Physical Demands

• The physical demands of this position are in keeping with general office functions: sitting, using a computer, keyboard, telephone, etc.
• Travel expectations (~10%) - minimal travel is required (US only).
• Reasonable accommodations can be made to enable employee to perform the essential job duties.

• While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. The employee is occasionally required to sit, climb, balance, stoop, kneel, crouch or crawl. The employee must frequently lift and move up to 20 pounds and occasionally lift and move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

The client is an equal opportunity employer. We do not discriminate based on race, religion, color, national origin, gender (including pregnancy, childbirth, or related conditions), sexual orientation, gender identity, gender expression, age, veteran or disability status, or other protected characteristics.