Executive Assistant Job at BioMADE in Emeryville

Description

The Executive Assistant will provide comprehensive support to BioMADE's CEO, COO, and Chief of Staff. The Executive Assistant (EA) is a critical member of the Executive support staff and is responsible for managing the administrative and operational needs of the assigned executives. The EA must be comfortable crafting professional communication for a variety of audiences, triaging and executing tasks in an environment with dynamic priorities, and appropriately handling sensitive and confidential information. The EA will be managing the calendar and travel for the assigned executives, handling confidential documents, writing correspondence, interacting with senior level contacts at external organizations and the federal government while coordinating cross-functional teams across multiple time-zones.

Essential Duties and Responsibilities

• Complete a broad variety of tasks in support of assigned executives including tracking and supporting their engagement in internal and external projects and activities, prioritizing, and triaging inbound requests and correspondence, including sensitive government documents, and liaising with external stakeholders as first point of contact.
• Assist with a variety of daily administrative tasks that include but are not limited to managing an active and dynamic calendar; arranging complex and detailed travel itineraries and agendas; preparing briefing documents for meetings; finalizing and publishing presentations; drafting correspondence including email; entering data and managing file organization in internal systems; interacting with corporate executives, senior government leaders, and members of BioMADE's Board of Directors; and assisting with managing invoices and expenses.
• Conduct data analysis to support business decisions including for budget management, labor analysis, financial reports, and other business requirements.
• Manage the flow of paper for review and decision by executives; prepare briefing books and review packets with contributions across BioMADE. Actively manage dashboards and other information-rich resources.
• Discretely handle confidential projects and communications.
• Communicate directly, and on behalf of assigned executives, with the broad range of individuals and groups on matters related to BioMADE initiatives and activities.
• Work closely and effectively with the CEO, COO, and Chief of Staff to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Optimize executives' time. Prioritize conflicting requests for executives' time, handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
• Provide back up for other executives' EAs.
• Other duties as assigned.

Requirements

• 10+ years of experience as an Executive Assistant, including at least five years supporting senior and/or c-level executives.
• Demonstrated ability to work independently on multiple complex assignments, establish priorities with minimal direction, develop own work methods and procedures, use initiative, discretion, and judgment, and make decisions within scope of work.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Experience handling sensitive and confidential information with discretion.
• Strong verbal and written communication skills, including a willingness to provide professional writing samples from past support roles.
• Must possess advanced (superuser!) skills with Microsoft Office applications: Outlook, PowerPoint, Word, and Excel. Experience using Salesforce, DocuSign, and other platform services a plus.
• Emotional maturity and ability to stay "above the fray" in a professional setting, maintain confidence at a high level, and act as a role model to other staff.
• Demonstrate an interest in learning more about BioMADE's work.