Executive Administrative Partner

Key Responsibilities

• Leadership Administrative Support
• Partner with executive leadership to maximize efficiency of the team through extensive and continuous calendar management, domestic and international travel management, expense management, event registrations and detailed meeting plan management, and all other executive support.
• Handles highly sensitive, or critical communications effectively with Executive Team or outside contacts with minimal guidance.
• Utilize efficient time management with the nuances of complex administrative assistance at the executive level. Deals with immediate everyday issues with understanding of long-range potential developments in division/ operational area.
• Ensure that executive leadership is informed of priorities, deadlines, and challenges. Prioritize multiple concurrent activities using accurate projections, timely adjustments, and carefully thought-out plans. Balances competing needs maximizing time, resources, and business objectives.
• Respond to a wide variety of requests for information, policies and procedures, and executive action. Analyze needs and problems and determine approach and priority.
• Complete accurate and detailed leadership department expense reporting and other departmental reports.
• Serves as resource for others to help solve complex problems. Proactively identifies plans for resolving issues and takes steps to prevent potential problems.
• Aid executive leadership in tracking key operational metrics by organizing and compiling data, researching facts, and coordinating information retrieval. May be accountable for a budget.
• Track internal and external contacts and maintain contact database. Execute contract administration as needed including obtaining signatures, scanning and electronic filing.
• Ensure shipment, receipt and distribution of all packages and mail in a timely fashion.
• Develop, maintain, and improve onboarding resources for new team hires.
• Meeting Support and External Responsibility
• Is a known resource to senior executives internal and external to FMI. May coordinate high level meetings involving partners, alliances, and external consultants requiring confidentiality and exceptional judgment.
• Ensure high level of customer experience by coordinating client engagements on or offsite, including scheduling, supporting agendas, coordinating vendors, and executing required logistics.
• May participate in meetings to record / track information, identify critical action items, and produce minutes. May follow up on behalf of team.
• Greet and direct visitors, deliveries and food purveyors to the appropriate personnel or meeting room.
• Project Support
• Participate in or lead projects within or across functions.
• Provide guidance in implementation of new processes or systems.
• Edit and/or create communications and documentation that may contain highly confidential information.
• Carefully coordinate sharing of information/communication flow from management to others within department, across company and outside company.
• General
• Stay current with policies, procedures, and technologies relevant to work. Interpret and implement policies with minimal guidance.
• Provide back-up administrative support to other departments as necessary.
• Mentor other administrative partners as appropriate.
• Maintain confidentiality in all aspects of team and company information.
• Available at various hours for business-related tasks during regular business working hours and periodically during off-hours (evenings and weekends).

Qualifications

• Basic Qualifications: Associate's degree with 7+ years of administrative experience or bachelor’s degree with 5+ years of administrative experience, or equivalent combination of training and experience.
• Preferred Qualifications: 7+ years’ experience in a life sciences industry (biotech, pharma, diagnostics or medical device); Ability to thrive in a fast-paced environment and operate with a high sense of urgency; Ability to show and demonstrate on a consistent basis initiative, professionalism, poise and flexibility and work within an environment of frequent interruptions, conflicting priorities, and varying workloads; Ability to observe strict confidentiality in all aspects of services provided; Strong interpersonal skills with the ability to interface effectively with a wide variety of internal and external clients; Highly developed written communication skills, including report writing, presentations, email correspondence and verbal communication skills, particularly in dealing with people of diverse backgrounds; Advanced experience in Microsoft Windows operating systems and Microsoft Office applications including Microsoft Word, PowerPoint, Excel, and Outlook; Excellent calendar management skills and demonstrated history of complex scheduling with consistent follow through; Proven ability to work independently; Project management skills; Strong organization and prioritization skills; Demonstrated history of successfully managing multiple concurrent initiatives and maintaining one’s own workflow; Demonstrated ability to meet project deadlines; Ability to effectively exercise discretion and judgment in handling confidential/proprietary information; Demonstrated ability to anticipate needs, resourcefulness and responsiveness are essential; Dependability, dedication, resourcefulness, and independence; Ability to work well under pressure while maintaining a professional demeanor; Understanding of HIPAA and the importance of patient data privacy; Commitment to reflect FMI’s values: Integrity, Courage, and Passion.