Executive Assistant

About the role

The ideal candidate must have expertise, experience, and a proven track record of providing critical, wide-ranging support to senior executives. This professional will have adaptability and willingness to work together to juggle multiple competing priorities by providing the highest level of administrative support, always ensuring seamless coverage.

Responsibilities

• Liaise with both external and internal “clients” on behalf of the executive.
• Serve as professional, solutions-oriented extension, demonstrating excellent client service skills.
• Establish a strong connective tissue between the executive, our clients and their executive assistants, the Biopharma Investment banking team and the overall organization, ensuring all administrative decisions and business activities are completed in a professional, timely fashion.
• Understand and anticipate the key deliverables of the executive, proactively planning and supporting those needs to ensure early, high-quality delivery of materials and required preparation.
• Proactively manage corporate calendar, meeting, and travel management:
• Proactively identify and effectively resolve meeting conflicts.
• Provide meeting participants with all necessary meeting details and materials.
• Ensure the executive is on time and has materials needed for all meetings.
• Ensure conference rooms and other needed resources are coordinated.
• Care for corporate travel including air, hotel, car service, restaurant reservations, itinerary, and materials and subsequent expense reports.
• Maintain constantly changing calendar, keeping track of all last-minute changes.
• Off-hour coverage is necessary in this role, checking emails, getting back to clients, resolving conflicts.
• Provide backup support to other executive assistants and contribute as a member of the broader Investment Banking administrative team.
• As questions, challenges, or conflicts arise, proactively manage up to the executive and/or manager as appropriate; approach all challenges with a solution focus.

Qualifications

• Undergraduate degree or equivalent with 5+ years professional experience in a direct administrative support role to one or more senior level executives preferred; financial industry experience also preferred.
• Strong MS Office Skills: Advanced level of Microsoft Office Excel and Outlook skills required.
• Knowledge of expense processing technology, (i.e. Concur/Databasics).
• A reputation for demonstrating integrity and commitment, always maintaining discretion.
• Proven ability to exercise exemplary judgment and think critically with strong problem-solving skills.
• Excellent and clear communication skills, both written and oral.
• Outstanding thoroughness, attention to detail, and accuracy in work product.
• Ability to work independently while at the same time working effectively in a collaborative structure and with personnel throughout every level of the company.
• Thrive in a fast-paced, deadline-oriented environment while maintaining superior time management, prioritization, organizational and multi-tasking skills, with a proactive and anticipatory attitude.
• Willingness to take on additional work outside of direct responsibilities.

Skills

• Strong MS Office Skills: Advanced level of Microsoft Office Excel and Outlook skills required.
• Knowledge of expense processing technology, (i.e. Concur/Databasics).

Benefits

Actual starting base pay will be determined on skills, experience, and other non-discriminatory factors permitted by law. Total compensation may also include variable incentives, bonuses, benefits, and/or other perks, as outlined in any formal offer made.

Pay

$100,000 - $150,000

Schedule

Not specified