Senior Executive Assistant

GEMMABio is a therapeutics company focused on speeding the research of and global access to life-changing advanced therapies for those living with rare diseases. The company will provide research and product development functions to bring gene therapy discoveries from the bench to the bedside faster and affordably.

GEMMABio is led by gene therapy industry pioneer Jim Wilson and his team of experts, who previously conducted their work in academia. Wilson is also the Chairperson of Franklin Biolabs, a Contract Research Organization. The collective goal of the two affiliated companies is to translate innovative scientific work into clinical trials, to then commercialize and distribute the new therapies around the world to patients who need them most.

Job Summary

The Senior Executive Assistant to Gemma’s executive leadership team is a highly skilled professional providing calendar management, scheduling, travel arrangements, meeting preparation, and ongoing comprehensive administrative support to a diverse team of executive leaders. This role requires a highly organized and dependable leader who properly prioritizes workflows to ensure optimal time management. A successful candidate has exceptional organizational abilities, absolute discretion in the performance of their duties, and the ability to handle complex tasks in a fast-paced environment. The ideal candidate will be proactive, detail-oriented, and capable of managing confidential matters with the upmost professionalism and efficiency.

This position reports to the CFO.

Responsibilities and duties

• Manage calendars, schedule meetings, and coordinate appointments with internal and external stakeholders, ensuring every detail is captured and carefully communicated.
• Prepare meeting agendas and briefing materials for executive meetings when requested.
• Organize and oversee the technology and materials associated with onsite and offsite meetings.
• Take minutes during key meetings, track action items, and ensure timely follow-up as directed.
• Handle domestic and international travel arrangements, including flights, hotels, visas, and itineraries. This requires coordination with the CEO’s office on occasion.
• Ensure accurate and timely reconciliation of expenses associated with travel or meetings.
• Liaise with internal and external constituencies and stakeholders on behalf of the executive team, keeping them apprised of issues and action items as needed.
• Prepare and format written correspondence with a high level of accuracy on behalf of the executive team, ensuring that all correspondences are prepared and sent in a timely fashion.
• Assist in the planning and execution of company-wide initiatives, events, and strategic priorities.
• Handle highly sensitive and confidential information with discretion and professionalism at all times.
• Manage the workflow of multiple priorities simultaneously while maintaining the integrity of the details.
• A successful candidate must have thorough knowledge of the organization and its policies or procedures for decision-making, sound judgment, and self-confidence to enable them to act independently in the absence of direction related to setting priorities and making on-the-spot decisions when necessary.

Requirements

• Bachelor’s degree in business administration, communications, or related field preferred.
• 5 years’ experience supporting C-suite executives, preferably in a corporate environment.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools (Zoom, Teams, SharePoint, etc.).
• Experience with querying databases and web content management systems (PubMed, EndNote).
• Excellent time management, multitasking, and organizational skills.
• Strong verbal and written communication abilities.
• Ability to work independently, anticipate the needs of the team, and proactively solve problems.
• High level of discretion, professionalism and attention to details is a must.
• This position requires someone who is dependable with strong interpersonal skills, absolute discretion, resourcefulness, and accuracy to meet deadlines in a fast-paced environment.
• Regular and reliable attendance onsite 5 days per week is required. Nights and weekends may also be required at times.

NOTE: We are a dynamic organization in a rapidly changing industry where responsibilities associated with this position will change from time to time and in accordance with Gemma’s business needs. More specifically, the incumbent may be required to perform additional and/or different responsibilities from those set forth above.

GEMMABio is not accepting unsolicited resumes from search or staffing firms. All resumes submitted by search or staffing firms to any employee at GEMMABio via email, the Internet, or directly without a valid written search agreement for this role will be deemed the sole property of GEMMABio and no fee will be paid in the event the candidate is hired.