What are the responsibilities and job description for the Executive Assistant & Board Secretary position at Proteininnovation?

The Institute for Protein Innovation (IPI) is a nonprofit research organization advancing protein science to accelerate research and improve human health. Founded in 2017 and located in Boston’s Longwood Medical Area, the Institute’s three-pronged strategy is to build protein tools, conduct related internal research and develop educational programs for the protein science and biological research communities.

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With a significant endowment, IPI uniquely combines the freedom of academia with the high throughput and scale of industry to take on transformative projects. IPI has built a robust platform for discovering, developing, and distributing synthetic antibodies and other protein tools to share with the biomedical community. The Institute's deep protein expertise, collaborative spirit and research tools are powering new biomedical and therapeutic discoveries with a growing community of researchers at Harvard Medical School, Boston Children's Hospital and other institutions across Greater Boston and beyond.

Purpose

As the Executive Assistant and Board Secretary, this position reports directly to and works in close partnership with the President & CEO, providing high-level administrative and management support. This is a pivotal role at the Institute that ensures the smooth daily operations of the CEO and contributes to the overall effectiveness of the organization. This role works directly with the Board of Directors providing high-level support for the Board’s activities including quarterly meetings and management of all Board-related documents and affairs. This position manages the complex schedules of both the CEO and the Board with a comprehensive understanding of the CEO’s commitments and organizational priorities.

Primary Responsibilities

Executive Assistant to President & CEO

Manage and optimize the CEO’s calendar to reflect top priorities of the CEO, leadership team and overall organization, including scheduling meetings, resolving scheduling conflicts, and expertly navigating time and priorities with other members of the leadership team.
Schedule, manage and minute the Institute’s leadership team meetings, tracking issues and actions and prioritizing future agenda items.
Ensure the daily operations of the executive office and CEO’s calendar runs smoothly and efficiently.
Collaborate with leadership team and staff members regarding the CEO’s meetings and travel and ensure the CEO is equipped with all briefing materials and informed of upcoming commitments and responsibilities in a timely, holistic manner.
Handle confidential information with discretion and maintain a high level of professionalism.
Organize and manage meeting logistics, including travel, transportation, and technology requirements.
Prioritize conflicting needs and handle matters independently and expeditiously.
Serve as an ambassador for the CEO’s office, internally and externally, promoting an inclusive, collaborative and supportive environment.
Manage and follow through on projects and requests to ensure successful completion, often with short deadlines and quick turnaround.
Manage special projects and initiatives as directed by President & CEO, often of a confidential nature and requiring discretion.

Board Secretary

Serve as the primary liaison among the Board of Directors, CEO and leadership team, including management of Board contact information.

Develop and maintain positive relationships with board members and their assistants.

Manage the board roster, including terms of services, appointments, elections and manage the on-boarding of new directors.

Organize, schedule, and coordinate quarterly Board of Director meetings and Board Committee meetings.

Manage all meeting logistics for Board of Director and Board Committee meetings : schedule and prepare conference rooms, assist in running meeting presentations as may be needed, prepare and distribute email communications regarding meeting logistics.

Support and attend Board of Director and appropriate Board Committee meetings, preparing and distributing accurate and timely agendas, briefing materials, attendance records and meeting minutes.

Develop familiarity with organization by-laws, committee charters, board rosters and other information related to board governance.

Develop and maintain a central repository of all Board-related materials, e.g., meeting minutes, agendas, resolutions, bylaws, charters and appropriate legal agreements and documents.

Prepare and manage organizational filings with the Secretary of the Commonwealth and other government entities, with the assistance of the general counsel, accountants, etc.

Manage sensitive information related to Board decisions, meetings, and employee matters with discretion and confidentiality.

Qualifications

7 years’ experience in an administrative or support role of C-suite professionals, preferably in non-profit, higher education or life science organizations.

Proficiency in Microsoft and Google office applications and a high technical aptitude to quickly learn new software and applications.

Exceptional organizational and time-management skills with the ability to manage multiple projects and requests simultaneously.

Superb interpersonal skills with the ability to interact professionally and graciously with a variety of stakeholders, including staff, board members, and external partners.

Excellent judgment with the ability to quickly ascertain when to seek the CEO’s guidance and when decisions can be made independently.

Demonstrated ability to work effectively and quickly under pressure.

Excellent written and verbal communication skills.

Sharp attention to detail and high standard of excellence.

High level of integrity, discretion, and professionalism.

IPI provides competitive compensation and an excellent benefits package to support physical, mental and financial health. Highlights of benefits include :

100% employer-paid medical, dental, and vision plans.

Flexible spending accounts and a healthcare reimbursement account.

401(k) plan with generous 6% employer match – immediately 100% vested.

Generous PTO package.

Commuter and parking reimbursement.

Career development opportunities.

For more information, visit proteininnovation.org or follow us on social media, @ipiproteins. IPI is an independent 501(c)(3) nonprofit research organization and an equal-opportunity employer. The Institute celebrates diversity and is committed to creating an inclusive environment for all employees. Please be advised that you will be required to provide evidence of your identity and eligibility for employment in the United States. IPI will not guarantee sponsorship of foreign nationals and retains complete discretion regarding providing sponsorship to any prospective or existing employee at time of hire or at any time in the future.

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