Executive Assistant

SUMMARY:

The Executive Assistant works with general guidance and assumes responsibility for a definable portion of projects, administrative work and/or process primarily supporting the President & COO, and as needed, other executives of the company.

ESSENTIAL DUTIES AND RESPONSIBILITIES (include, but are not limited to):

  • Provides complex, diverse and confidential administrative duties for sales directors and provides support to the department as available
  • Makes administrative decisions, handles correspondence, makes appointments and serves as a liaison internally to the team and externally to visitors, as required
  • Maintains calendars, schedules meetings, sends Outlook calendar appointments, reserves conference rooms, and coordinates logistics for meetings, including audio/visual needs, presentations, and food and beverage catering
  • Handles business, company, and personnel details of a highly confidential and sensitive nature
  • Collects and prepares information for use in discussions and meetings with staff and outside individuals as well as department team
  • Coordinates, creates, edits and assembles slides for presentations and assists with collecting and effectively presenting executive-level information
  • Arranges company, department and group meetings (e.g., weekly Leadership Team meetings, staff meetings, periodic off-sites) ensuring all necessary information is available for discussion; helps track department level projects, activities and results
  • Coordinates domestic and/or travel arrangements
  • Compiles expense receipts, and completes and submits reports for expense reimbursements and credit card charge processing/validation to the accounting department
  • Orders and coordinates lunches for team meetings. Anticipates needs of executives and proactively plans, implements, and executes daily tasks
  • Performs all other related job duties as assigned or requested by executives of the company

QUALIFICATIONS:

  • Must be able to perform under pressure in a high paced environment
  • Requires experience in working with senior level executives within and outside the company, as well as experience with customers, vendors, and other visitors
  • Requires experience with calendar management, project meeting and event planning and execution, preparation of executive level presentations, travel and expense report administration
  • Strong written and verbal communication skills
  • Exercises discretion and judgment regarding highly confidential internal and external communications and materials
  • Prior experience in a biotech/life science, pharmaceutical or related industry preferred
  • Highly proficient computer skills, including Microsoft Office programs and an expert in PowerPoint
  • Adaptability to changing needs and situations
  • Extreme attention to detail/accuracy and ability to work independently on a broad variety of projects
  • Excellent interpersonal and organizational abilities
  • Anticipate, identify, and resolve problems in a timely manner
  • Research, analyze, summarize, and report information in an effective manner
  • Demonstrate professional demeanor

EDUCATION and/or EXPERIENCE:

  • Minimum of 6 years of administrative experience supporting officers and/or executives of a company

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