Executive Assistant

Responsibilities

• Manage multiple Executives’ calendars, meetings and schedules, resolving scheduling conflicts as they arise and prioritizing issues to ensure an effective time management approach.
• Communicate agendas and respond to calendar changes as needed.
• Cook up detailed domestic and international travel arrangements for team members including air, hotel, car, etc. as business needs dictate.
• Complete expense reports and credit card reconciliation.
• Manage mail, invoices, opening purchase orders, execution of confidentiality agreements and consulting agreements.
• Cook up logistics of special events including team meetings, conferences, seminars, workshops, off-site meetings, special projects and department outings/team building.
• Communicate with internal and external stakeholders with professionalism, accuracy and speed.
• Facilitate communication from team members by soliciting information from the team, providing critical updates, anticipating questions and organizing priorities.
• Prepare and proof correspondence including letters, memos, documents and reports as required and maintain up-to-date paper and electronic files.
• Review all documents, reports, and correspondence prepared for executive signatures for format, content, grammar, and spelling.
• Take initiative to problem solve and troubleshoot issues.
• Apply a thorough knowledge of company operations and policies and procedures on a daily basis.

Requirements

• Prior experience in a high-growth, fast-paced environment is required.
• Experience within the biotech/pharmaceutical industry is highly preferred.
• Exceptional technical and computer skills, including MS Office Suite (PowerPoint, Word, Outlook, Excel).
• Competence in performing administrative duties with no direction (i.e. typing, coordinating calendar availability, emailing, copying, preparing presentation slides, preparing agendas and scheduling travel arrangements).
• Able to meet deadlines, prioritize assignments, juggle multiple tasks simultaneously in fast-paced environment.
• A solutions-oriented team player with a customer service mentality.
• Impeccable organizational skills in addition to top-tier verbal and written communication skills.
• Strong attention to detail in everything that you do.
• Handle sensitive information with confidentiality and utmost integrity.
• Able to quickly pick up on various IT systems and various reporting tools.
• Comfortable collaborating with all levels of employees and possesses conflict management skills.