What are the responsibilities and job description for the Executive Assistant position at Lovelace Biomedical Research Institute?
Overview
Reporting to Scientific Leadership and under limited direction, the Executive Assistant will provide executive-level administrative support to a number of scientific directors.
Will independently oversee a wide range of administrative tasks, including managing complex calendars, scheduling high-level meetings, and prioritizing conflicting requests to ensure optimal time management; will be responsible for preparing and reconciling expense and credit card reports with accuracy; arrange detailed domestic and international travel, including accommodations, logistics, and itinerary planning; and perform all other related duties and tasks as required or assigned.
The Executive Assistant will also serve as a primary point of contact, communicating professionally on behalf of the Scientific Leadership team with Institute managers, employees, vendors, and customers and will also play a key role in the development and refinement of presentations, reports, and marketing materials.
Qualifications
Requires a Bachelors degree in a relevant discipline and a minimum of 5 years of directly-related administrative support experience to an executive or team of executives; or an equivalent combination of education, training and/or experience from which comparable knowledge, skills and abilities have been attained.
The Executive Assistant position requires demonstrated expert-level experience with a wide variety of administrative duties including, but not limited to, drafting correspondence, developing budgets, maintaining databases, and coordinating meetings and travel. Requires the ability to manage a significant volume of duties with minimal instruction.
Must have superior professional-level written and verbal communication skills, a high degree of professionalism, strong organizational and time-management skills and excellent customer-service skills. Demonstrated ability in managing a wide variety of tasks simultaneously while meeting multiple deadlines is required. Must have the ability to work independently and as a part of a team as well as the ability to maintain the confidentiality of critically sensitive information.
Requires professional-level computer skills to include significant experience with and understanding of Microsoft Office—particularly Outlook, Excel and PowerPoint—and the ability to learn department-specific computer systems as needed. Proficiency with Adobe and Visio preferred.
Physical Requirements
Work is performed in an office environment. Will operate standard office equipment and will frequently stand, walk, sit, perform desk-based computer tasks, use a telephone, perform repetitive motions and occasionally lift objects that weigh up to 10 pounds. The above is intended to describe the general requirements for the position and should not be interpreted as an exhaustive statement of physical requirements. The Institute will provide reasonable accommodation to any employee with a disability who requires an accommodation to perform the essential functions of the position.
Salary
Salary is commensurate with experience.
EEO, including disability/vets
