What are the responsibilities and job description for the Executive Administrative Assistant position at Northern Biomedical Research Inc?

Job Description

Role Summary

The Executive Administrative Assistant (EAA) will be engaged in providing high-level administrative support to senior executives, managing complex calendars, coordinating travel arrangements, preparing confidential documents, and facilitating communication with internal and external stakeholders, with a strong understanding of life science terminology and research protocols, to ensure the smooth operation of the executive team.

This is an exempt role that is not eligible for overtime and has supervisory responsibility.

Role Responsibilities

Calendar Management : Proactively manage complex schedules of senior executives, including scheduling meetings, appointments, and coordinating with internal and external parties, considering research timelines and critical project milestones.
Communication Management : Screen and prioritize incoming calls and emails, effectively communicating information to executives while maintaining confidentiality.
Travel Coordination : Arrange complex domestic and international travel itineraries, including booking flights, accommodations, and ground transportation.
Document Preparation : Draft, edit, and proofread confidential documents such as presentations, reports, memos, and correspondence, ensuring accuracy and alignment with life science industry standards.
Meeting Support : Prepare meeting agendas, gather relevant materials, take detailed minutes, and follow up on action items.
Project Assistance : Support special projects by managing timelines, gathering research data, and coordinating with cross-functional teams.
Expense Management : Track and process expense reports, ensuring compliance with company policies.
Database Management : Maintain accurate and organized electronic files and databases with critical research information.
Life Science Knowledge : Basic understanding of life science research concepts, including clinical trials, regulatory procedures, and scientific terminology
Administrative Expertise : Proven experience managing complex calendars, coordinating travel, and preparing professional documents
Communication Skills : Excellent verbal and written communication skills, with the ability to interact effectively with diverse stakeholders .
Confidentiality : Strict adherence to confidentiality protocols when handling sensitive information .
Proficiency in Microsoft Office Suite : Advanced skills in Microsoft Outlook, Word, Excel, and PowerPoint .
Organizational Skills : Ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines.
Other duties as assigned

Role Requirements

A minimum of 7 years of administrative assistant experience, with at least 2 years supporting an executive team and / or C-suite leader.

Administrative Expertise :

Expert proficiency in calendar management, scheduling meetings, managing complex itineraries, and coordinating internal and external communications.

Proficiency in handling expense reports, travel arrangements, and vendor management.

Ability to prepare and distribute accurate and professional documents, presentations, and reports.

Experience with document management systems and electronic filing.

Life Science Knowledge :

Basic understanding of scientific terminology, research protocols, and regulatory compliance within the life sciences industry.

Familiarity with clinical trial processes, study designs, and data analysis methods would be beneficial.

Communication Skills :

Excellent verbal and written communication skills to interact with internal and external stakeholders, including scientists, researchers, executives, and regulatory agencies.

Ability to effectively communicate complex scientific information to non-technical audiences.

Confidentiality and Discretion :

High level of integrity and ability to handle sensitive information related to research projects, clinical trials, and intellectual property with utmost confidentiality.

Technical Skills :

Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Familiarity with project management tools and CRM systems could be advantageous.

Behavioral Expectations

Strong organizational skills with the ability to prioritize tasks and manage multiple projects simultaneously.

Ability to anticipate needs, proactively problem-solve, and take initiative.

Excellent interpersonal skills to build strong relationships with colleagues and external collaborators.

Basic understanding of scientific terminology, research protocols, and regulatory compliance within the life sciences industry.

Special Requirements

The person filling this position will spend approximately 95% in an office setting and 5% in the laboratory. There will be exposure to animal pathogens and chemicals. There will be handling of, and / or exposure to animal tissue and zoonotic organisms.

Ability to don and wear personal protective gear, including N95 masks and respirators.

Ability to spend part of day sitting, standing and / or walking.

Ability to work beyond typical work schedule including but not limited to evenings, weekends, extended shifts with short notice.

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