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.

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