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 Legal Department, including the General Counsel, Chief Compliance Officer, Vice President of Intellectual Property, Assistant General Counsels, paralegals, compliance specialists, and others.

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

  • Provides complex, diverse and confidential administrative duties for the Legal Department
  • 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
  • Coordinates, creates, and edits documents, correspondence and agreements
  • Arranges company, department and group meetings (e.g., staff meetings, periodic off-sites) ensuring all necessary information is available for discussion; helps track department level projects, activities and results
  • Coordinates 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
  • Assists with filings and other organizational matters
  • 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 and Word
  • 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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