Executive Assistant

About the role

The Executive Assistant to the Research & Development teams will provide executive administrative support for these groups. The executive assistant will report to the Head of Administration and play an important role on the operations team. The successful candidate will have strong organizational and administrative skills, a high degree of professionalism, experience dealing with senior external stakeholders, and excellence in both written and oral communications. The ideal candidate is a critical thinker and a creative problem-solver. This job requires in office presence Tues-Thurs and as business needs dictates.

Responsibilities

• Organizes and maintains calendar meetings
• Exercises considerable judgment and discretion in handling requests for appointments and ensures all parties are informed of and kept abreast of schedules and schedule changes and conflicts
• Meets and greets visitors in a courteous and professional manner
• Composes, types, and distributes professional correspondence via E-mail or other method using individual initiative and as assigned
• Proofreads and edits material for grammatical and factual accuracy to ensure that final documents are accurate before distribution is made
• Creates PowerPoint presentations and spreadsheets as required
• Provides administrative support on departmental projects or activities that require administrative assistance
• Assists with onboarding new hires within their respective groups, ordering equipment, ensuring systems are set up
• Coordinates travel arrangements; completes expense reports; ensures that correct account codes are used
• Coordinates the planning and preparation of internal and external meetings. Activities to include but are not limited to: planning and finalizing meeting facilities and room assignments; assisting presenters with finalizing presentations; coordinating meeting room setup, including audio-visual and refreshments; creation and finalization of hard-copy presentation materials, and other tasks as assigned
• Assists in logistics for external collaboration projects, workshops, and forums, including preparing agenda and minutes, printing and distributing material, tracking action items, and checking on the follow-up and closure of action items
• Ad hoc backup support to other leadership team members as required by management
• Performs general administrative duties including but not limited to filing, photocopying, and mailing

Requirements

• Bachelor's degree
• 4+ years of experience as an Executive Assistant
• Strong organizational, problem-solving, and analytical skills; able to multi-tasking and to manage priorities and workflow
• Ability to work independently and as a member of various teams and committees
• Performs other duties as assigned by supervisor
• Knowledge of office administration responsibilities, systems and procedures
• Dependable, flexible, ethical and honest professional
• Must be proficient with Microsoft Office
• Excellent written skills with attention to detail, time management and organizational skills
• Excellent interpersonal skills, with an ability to build relationships at all levels of the organization, including external contacts
• Demonstrates a high level of professionalism in dealing with confidential and sensitive issues

Compensation

The estimate full-time salary range for this role is between $85,000 to $125,000. The final compensation package offered to a successful candidate will reflect a number of factors including but not limited to prior experience, relevant skills, education, qualifications and certifications, business needs, internal equity, and market data.

Benefits

• Discretionary annual bonus
• Equity
• Health insurance (including medical, dental, and vision)
• Life and disability insurance
• Paid time off with paid holidays
• Paid parental leave
• 401(k) plan
• Cell phone reimbursement
• Student loan repayment or 529 contributions
• Lifestyle spending account