Executive Assistant of Research & Development

Principal Essential Duties & Responsibilities

• Manage correspondence, document routing, calls, and file organization.
• Schedule R&D meetings, including project reviews and leadership sessions.
• Cook up travel, itineraries for SVP and senior leaders, and logistics for internal and external events.
• Prepare executive reports, presentations, and project summaries.
• Maintain organization and adapt to shifting R&D priorities.
• Support accurate document control for sensitive materials.
• Serve as the main liaison for the SVP with internal teams and external partners.
• Track deadlines, provide reminders, and prepare materials.
• Prepare briefing documents and pre-reads for executive meetings.
• Improve departmental processes, templates, and workflows.
• Manage complex executive calendars and meeting-space scheduling.
• Draft and edit executive communications and presentations.
• Track R&D initiatives, milestones, and deliverables.
• Cook up department events such as Town Halls and capability forums.
• Organize logistics for cross-functional collaborations.
• Support onboarding for new team members.
• Maintain scientific and technical repositories and archives.
• Ensure proper handling of confidential and proprietary information.
• Format and route technical reports and regulatory documents.
• Lead R&D leadership meeting administration (agendas, minutes, action items).
• Manage R&D and Innovation Center calendars of events.
• Support special projects and team onboarding.
• Track departmental budgets, POs, invoices, and expenses.
• Cook up supplier meetings and external collaborations.
• Support resource needs, equipment service, and supply orders.
• Manage PO creation, invoice processing, and financial documentation.
• Maintain accurate financial records and audit materials.
• Anticipate leadership needs and prepare materials proactively.
• Support board-level and executive updates related to R&D strategy.
• Maintain confidential dashboards and tracking documents.
• Build strong relationships with administrative and executive assistants across the organization.
• Cook up communication and workflow between the SVP and senior executives.
• Handle sensitive information with discretion.
• Cook up team engagement, recognition, and culture-building activities.
• Support R&D training, workshops, and learning events.
• Aid in talent planning, reviews, and development meetings.

Minimum Education and Experience

• Associates Degree.
• 5+ years’ administrative support experience.
• 4+ years supporting senior executives (C-Suite or SVP/VP level).
• Experience in technical or scientific environments.
• Strong communication, organization, and confidentiality skills.
• Expertise in Microsoft 365 and financial administration (POs, invoices, budgets).
• Ability to manage multiple priorities in a fast-paced environment.
• Proven ability to build strong relationships with senior leaders.

Preferred Education and Experience

• Experience supporting R&D, laboratory, technical, scientific, or manufacturing teams.
• Familiarity with project management tools or systems commonly used in research environments (SAP, Maximo, Coupa).
• Project management experience or certification.
• Familiarity with AI technologies.