What are the responsibilities and job description for the Executive Assistant to the CEO position at Hlx Life Sciences?
Location: New York City - Hybrid
Reports to: CEO
Type: Full-time
Role Overview:
We are seeking a dynamic and organized Executive Assistant to support the CEO of an innovative and rapidly growing creative studio who work with MedTech, Biotech and Pharma companies. As the Executive Assistant, you will play a crucial role in managing the CEO’s daily operations, and contributing to its overall success. This is a fast-paced, hands-on role ideal for a highly organized, resourceful individual who thrives in a creative environment.
Key Responsibilities:
CEO Support:
- Manage the CEO’s calendar, schedule, and appointments, ensuring time is allocated effectively.
- Prepare and organize materials for meetings, including presentations, reports, and agendas.
- Act as the first point of contact for the CEO, managing phone calls, emails, and other correspondence.
- Coordinate travel arrangements and logistics for business trips, conferences, and meetings.
- Assist in drafting and proofing internal and external communications.
Operational Support:
- Help prioritize the CEO’s day-to-day activities and ensure deadlines are met.
- Track and follow up on action items from meetings, ensuring progress and completion.
- Handle confidential information with discretion and integrity.
- Assist in implementing and improving business processes and workflows.
Strategic Initiatives:
- Assist with research and preparation for business development opportunities, partnerships, and investor relations.
- Support the CEO with ad-hoc tasks related to product development, fundraising, and operational growth.
Project Management:
- Manage or assist with special projects as required by the CEO.
- Help coordinate inter-departmental communication to ensure alignment on key initiatives.
Team Collaboration:
- Support the leadership team in managing internal communication.
- Build relationships across teams and act as a liaison between the CEO and other team members.
Skills & Qualifications
Experience:
- 10 years experience as an Executive Assistant, Personal Assistant, or similar role in a fast-paced environment.
- Experience supporting a C-level executive, preferably in a start-up or entrepreneurial setting.
Skills:
- Exceptional organizational skills and attention to detail.
- Strong verbal and written communication abilities.
- Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and familiarity with project management tools (e.g., Asana, Trello, Monday.com).
- Excellent time management skills, with the ability to juggle multiple tasks and priorities.
- Ability to work independently and with a team in a fast-paced and dynamic environment.
- High level of professionalism, tact, and confidentiality.
Education:
- Bachelor’s degree or equivalent experience preferred, but not required.