Executive Assistant

Executive Assistant

W2 Contract-to-Hire

Salary Range: $89,500 - $99,800 per year

Location: Weston, FL - Onsite Role

Job Summary:

As an Executive Assistant, you will provide high-level administrative support to the CEO and C-suite. You will act as a liaison to the board of directors, scientific advisory board, and senior management teams, organizing and coordinating executive outreach and external relations efforts and overseeing special projects.

Duties and Responsibilities:

• Complete various administrative tasks for the CEO and C-suite, including managing calendars, completing expense reports, composing and preparing presentations and correspondence, arranging travel plans, itineraries, and agendas, compiling meeting preparation documents, and writing meeting minutes.
• Plan, coordinate, and ensure the CEO and C-suite schedule is accommodated. Act as the "gatekeeper" and "gateway" for the CEO and C-suite, providing optimal access to the CEO and C-suite's time and offices.
• Communicate directly and on behalf of the CEO and C-suite with Board members, investors, staff, and others.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO and C-suite, including those sensitive or confidential. Propose an appropriate course of action, referral, or response.
• Provide a bridge for smooth communication between the CEO and C-suite's offices and internal departments, demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Work closely and effectively with the CEO and C-suite to inform them of upcoming commitments and responsibilities, following up appropriately.
• Provide leadership to build relationships crucial to the organization's success and manage various special projects for the CEO and C-suite, some of which may have organizational impact.
• Work efficiently with a hands-on approach, including drafting letters, correspondence, and other tasks that facilitate the CEO and C-suite's ability to lead the company effectively.
• Prioritize conflicting needs, handle matters expeditiously and proactively, and follow through on projects to successful completion, often with deadline pressures.
• Serve as the CEO and C-suite's administrative liaison to the board of directors and scientific advisory board.
• Assist board members with travel arrangements, lodging, and meal planning as needed.
• Prepare meeting materials, including minutes and resolutions, to ensure productive meetings.
• Maintain discretion and confidentiality in relationships with all board members.
• Adhere to compliance with applicable rules and regulations set in by laws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
• Participate as an adjunct member of the Executive Team, including assisting in scheduling meetings, attending all meetings, and taking meeting minutes.
• Assist in coordinating the agenda and logistics of senior management team meetings, offsites, and all staff meetings.
• Facilitate cross-divisional coordination of travel and outreach plans.
• Ensure that the CEO and C-suite's biography and the company introductory slide deck are kept updated and respond to requests for general materials regarding the CEO, C-suite, and the organization.
• Edit and complete first drafts for written communications to external stakeholders.
• Arrange and participate in investor meetings and conferences to keep investors and analysts well-informed about the company's business and pipeline.
• Keep close relationships with both domestic and overseas investors and analysts.
• Enhance and update the information available to investors on the company website.
• Assist the public relations contractors with media press releases and interviews.

Requirements and Qualifications:

• Bachelor's degree required
• 5-10 years of experience supporting C-Level Executives, preferably in a publicly listed pharmaceutical company
• Experience in internal and external communications, partnership development, and fund-raising
• Excellent written and oral English communication skills, proficiency in Chinese (Mandarin) a plus
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and social media web platforms.
• Strong organizational skills that reflect an ability to perform and prioritize multiple tasks seamlessly with excellent attention to details
• Excellent interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and investors
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• Highly resourceful team player with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands
• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment
• A forward-looking thinker who actively seeks opportunities and proposes solutions

Bayside Solutions, Inc. is not able to sponsor any candidates at this time. Additionally, candidates for this position must qualify as a W2 candidate.

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Desired Skills and Experience

Executive support, C-suite, scheduling, calendaring, expense reporting, communications, partnership development, fund-raising, correspondence, travel arrangements, meetings, outreach, bilingual, Microsoft Office, Adobe Acrobat, social media