Executive Assistant

Job Description

•  Plan and organize both internal and off-site events and meetings, including selecting venues, developing agendas, coordinating travel, meals, etc.
• Draft emails/letters, prepare agendas, slides, and summaries for internal and external meetings.
• Coordinate executive communications with employees and clients.
• Scheduling and planning, anticipating needs and proactively and effectively managing time accordingly.
• Vendor management – open POs, contracts, process invoices for payment, etc.
• Work closely and effectively with the leadership team to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Represents executives in interactions with both internal and external stakeholders daily, operating with efficiency, enthusiasm, and professionalism.
• General administrative duties such as maintaining filing system, copying, faxing, etc.
• Assistance with onboarding of new hires, vendors, and contractors.
• A tenacious yet flexible problem-solver with an ability to manage complex tasks, prioritize competing demands and meet deadlines.
• Utilizing discretion, judgment, and knowledge of the organization to facilitate the executive's activities and maintain confidentiality sustaining a level of professionalism among staff and clientele.
• All other duties assigned.

Responsibilities

• Act as the point of contact among executives, employees, clients, and other external partners
• Support executive with complex calendar management, prioritizing commitments, and global travel arrangements (planning itineraries, developing agendas, meeting materials and reporting expenses).
• Manage information flow in a timely and accurate manner.
• Manage executives’ calendars and set up meetings.
• Make travel and accommodation arrangements.
• Act as an office manager by keeping up with office supply inventory.
• Format information for internal and external communication – memos, emails, presentations, reports
• Take minutes during meetings.
• Screen and direct phone calls and distribute correspondence.
• Organize and maintain the office filing system.

 Requirements and skills

• Work experience as an Executive Assistant, Personal Assistant, or similar role
• Excellent MS Office knowledge (Outlook, PowerPoint, Excel)
• Outstanding organizational and time management skills
• Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)
• Discretion and confidentiality
• Strong written and verbal communication skills
• Bachelor’s degree highly preferred.

Qualifications

·       5+ years related experience working in a high-growth and fast-paced environment.

• Experience in the biotech or pharmaceutical industry is a plus.
• Superior organizational, administrative, analytical skills and exceptional attention to detail.

12/9/2023 KB