Senior Executive Assistant

The Colorado BioScience Association (CBSA) seeks a highly skilled and effective

Senior Executive Assistant skilled in supporting multiple leaders working in a fast‐paced environment. 

About Colorado BioScience Association

Colorado BioScience Association (CBSA) creates co-opportunity for the Colorado life sciences community. CBSA champions a collaborative life sciences ecosystem and advocates for a supportive business climate. From concept to commercialization, member companies and organizations drive global health innovations, products and services that improve and save lives. The association leads Capital Growth, Education Networking, Policy Advocacy, and Workforce Cultivation to make its members stronger, together.

Capital Growth: Support access to capital at all stages of commercialization.

Education Networking: Foster a statewide culture of collaboration with our programs and events.

Policy Advocacy: Cultivate a supportive, innovation-friendly business climate for life sciences. 

Workforce Cultivation: Grow an educated, experienced workforce and connect jobseekers to companies.

Champion: Lead the ecosystem in Colorado and share our success stories.

Colorado's thriving life sciences community is comprised of world-class research institutions; biotechnology, pharmaceutical, medical device, diagnostic, digital health, agricultural biotechnology and animal health companies; and those businesses that provide critical services and products to life sciences companies. In partnership with the Colorado BioScience Institute (the Institute), we cultivate and diversify the state’s life sciences workforce, from classroom, to campus, to career. CBSA and the Institute share audited consolidated financial statements and a physical office location. Learn more at: www.cobioscience.com and cobioinstitute.org.

About the Position

The Senior Executive Assistant is responsible for managing complex calendars, coordinating communications, arranging travel, preparing meeting materials, handling administrative tasks, and supporting special projects and strategic initiatives for multiple leaders. This position requires exceptional organizational skills, strong communication abilities, and the ability to prioritize and juggle multiple demands simultaneously; often acting as a liaison between leaders, internal team members, and external stakeholders while maintaining confidentiality and discretion across interactions. This position maintains a high level of visibility with board members, key sponsors, and partners and requires in-person support at events and Board of Directors meetings

Essential duties and responsibilities include:

Calendar Management: Proactively manage and synchronize complex calendars for multiple executives, scheduling meetings to maximize efficiency and value of time, and avoiding time conflicts. Evaluate incoming meeting requests and prioritize those that align with executives’ most critical goals and responsibilities and respectfully decline or delegate those that fall outside of each executive’s role or priorities.

Meeting Coordination: Prepare agendas, distribute materials, take detailed minutes, and follow up on action items for meetings. 

Board Liaison: Support the President & CEO in communicating effectively with the Board of Directors and Board Committees. Provide administrative support to facilitate the Board’s work including coordinating meeting logistics. 

Travel Arrangements: Arrange domestic and international travel, including booking flights, accommodations, transportation, and managing itineraries for effective participation in conferences and meetings.

Communication & Document Management: Support the executives and the Marketing & Communications team with drafting, reviewing, editing, and/or distributing professional communications, correspondence, reports, presentations, announcements, press releases, agreements, and other documents. Screen and prioritize emails, phone calls, and correspondence, effectively communicating information to executives and relevant parties.

Event and Presentation Support: Support preparation of executive speaking engagements, panel discussions and/or presentations including gathering data or materials, document formatting, sharing executive bio and headshots, and organizing magazine seat drops. Provide in-person support for signature events and other programs, conferences, meetings and workshops, as needed.  

Project Management: Manage administrative projects, including coordinating team initiatives, tracking deadlines, and following up on progress.

Liaison and Relationship Building: Act as a primary point of contact for internal and external stakeholders, building strong working relationships across the team.

Proactive Support: Anticipate executive needs, identify potential issues, and proactively provide solutions to ensure seamless workflow.

Administrative Tasks: Handle expense reports and other administrative tasks as needed. Support the President & CEO in administration of the organization’s human resources policies and procedures, insurance, and risk management needs 

Special Projects and Strategic Initiatives: Support the President & CEO in execution and implementation of special projects and initiatives in support of the organizations’ strategic plan and advancement of the organizations’ mission.  

Confidentiality: Maintain strict confidentiality regarding sensitive information and executive matters. 

Champion Healthy Culture: Model and champion a healthy organizational culture that supports a high-performing collaborative team with strong positive morale and retention.

Other duties as assigned.

QUALIFICATIONS

To perform the job successfully, an individual should demonstrate the following competencies:

Exceptional Organizational Skills: Well organized and capable of managing competing demands and/or unexpected circumstances. Ability to prioritize projects and complex schedules effectively, ask for direction when needed, and meet deadlines on time in a fast-paced environment. 

Strong Communication Skills: Excellent written and verbal communication skills to interact with diverse individuals at all levels. Professionalism in all oral and written communications. Write clearly and informatively; edit work for spelling and grammar. Ability to read, write, and speak the English language fluently.

Advanced Proficiency in Technology: Strong expertise in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and video conferencing tools. Proficiency with project management software, Board management software (Boardable) and/or membership software for Associations (i.e. AMS or CRM) a plus.  

Anticipatory Thinking: Ability to anticipate needs and proactively address potential issues. 

Detail Oriented: Meticulous attention to detail to ensure accuracy and thoroughness in completion of tasks. 

Discretion and Confidentiality: Commitment to maintaining confidentiality regarding sensitive information. 

Adaptability and Flexibility: Ability and willingness to adjust to changing priorities and work demands, as well as, to work a flexible schedule, including some evenings, early mornings, and occasional weekends.

Professionalism: Demonstrates professionalism when managing executives’ time, respects and sets boundaries to balance professional and personal commitments for all team members. 

High level of resourcefulness: Learns quickly when facing new problems, is open to change and enjoys the challenge of unfamiliar tasks

Self-starter: Works independently, brings new ideas to the company and follows through with commitments.

Team player: Willingness to “roll up sleeves” and assist in areas outside of core responsibilities.

REQUIRED EDUCATION & EXPERIENCE

At least 3 years of experience as an Executive Assistant, preferably within a professional association, or life sciences organization, and preferably supporting multiple executives.  

WORK ENVIRONMENT 

Flexible hybrid work shared between remote work and at established office in Denver. The candidate must live in the Denver Metro area or be willing to travel to attend required in-person meetings and events. 

COMPENSATION

The base salary range for this position is $70,000 to $85,000, commensurate with associations of similar size, and will correspond to the experience level, credentials, and personal characteristics of the candidate. Total compensation may also include a performance-based bonus paid once annually. CBSA’s full package of employee benefits will be offered to the successful candidate including 401(k) plan with a matching provision, health, vision, dental, life, and disability insurance.

NON-DISCRIMINATION

CBSA firmly supports the principle and philosophy of equal opportunity for all individuals, regardless of age, race, gender, creed, national origin, physical or mental handicap, persons with disabilities and all veterans and any other protected category pursuant to applicable federal, state, or local law. CBSA strives to promote a culture of inclusiveness, respect, communication, and understanding.

APPLICATION

Please submit a cover letter and resume to Colorado BioScience Association President & CEO and Colorado BioScience Institute President, Elyse Blazevich at eblazevich@cobioscience.com. Applications will be reviewed on a rolling basis until the position is filled.