Executive Assistant / Office Coordinator

About the role

Performs diversified, confidential, and a highly responsible level of professional administrative services in support of multiple executives. Work assignments can be complex and varied in nature where creativity and independent judgment, tact, and initiative are required in planning events and travel, interfacing with business leaders, and resolving administrative problems. Under both general and limited supervision, the Executive Assistant will need to exercise independent judgment in making administrative decisions and acts on behalf the executives supported based on their requests, needs, and preferences. They will need to be well versed and knowledgeable of compliance with organization policies, practices, personnel & corporate activities.

Responsibilities

• Handle sensitive and confidential information: Exercise discretion in managing sensitive information and maintain confidentiality.
• Establish priorities and resolve day-to-day operational issues: Identify and prioritize tasks to ensure efficient workflow and address operational challenges.
• Strategize to optimize executive’s time: Develop strategies to enhance the time management on both macro and micro levels.
• Plan and organize meetings and events: Coordinate logistics, create agendas, and manage participants for various meetings and events.
• Research and recommend venues: Identify suitable locations and compare options for events and conferences.
• Maintain attendee lists: Maintain lists of attendees and confirmations for off-site meetings and conferences.
• Provide onsite support: Offer on-site assistance as required for various events and activities.
• Coordinate company events: Research, negotiate, and execute company events to ensure successful and memorable experiences.
• Cook domestic and international travel arrangements: Arrange travel schedules, accommodations, and transportation for executives.
• Act as a liaison between travelers and corporate travel services to facilitate seamless travel experiences.
• Serve as a professional liaison: Act as a professional point of contact between executives, managers, visitors, and external contacts.
• Fulfill information requests: Respond to inquiries and requests for information from internal and external sources.
• Manage CG Connect information: Maintain and manage information on the CG Connect platform.
• Schedule and maintain calendars: Manage executives' calendars, scheduling appointments, meetings, and events efficiently.
• Compile and analyze data: Gather and analyze data to prepare reports and presentations for executives.
• Update and manage databases: Maintain and organize data in databases for easy access and retrieval.
• Serve as a point of contact for the Dallas headquarters office and provide periodic onsite office management support.
• Retrieve, sort, distribute, and process incoming mail and packages for the organization.
• Coordinate office vendors, supplies, maintenance requests, and general workplace operations as needed.
• Support onsite logistics for executive meetings, employee visits, and company events held at the Dallas office.
• Manage contracts: Provide DocuSign assistance, handle purchase orders (PO), contract authorization forms (CAF), master service agreements (MSA), and customer service agreements (CSA) to ensure compliance and efficiency.
• Provide sick and vacation coverage: Fill in for colleagues during sick and/or vacation leaves.
• Research corporate discounts: Identify and secure discounts for corporate services.
• Provide ad hoc support to Sr. EAs and the MSL Team: Assist Sr Executive Assistants and the MSL Team as needed.

Qualifications

• High School Graduate with two (2) years of Post High School Trade, Business or Professional School or Associates degree.
• Five (5) years of experience providing administrative & secretarial support at an Executive level.
• Possesses a high level of proficiency in administrative and secretarial skills & versatility in use of PCs and related office software.
• Maintain orderly files and information to accomplish role.
• Ability to periodically travel to and work onsite at the Dallas headquarters office as business needs require.
• Functions well as part of a team set in a variety of remote domestic and internal locations (i.e., different time zones).
• Excellent organizational skills and fosters/promotes a positive image and professional appearance.
• Displays a high degree of tact/consideration in dealing with employees, clients, and international visitors.

Skills

• Exceptionally strong interpersonal and communication skills.
• Proven ability to handle sensitive and confidential information.
• Strong organizational and prioritization skills.
• Experience with event planning and coordination.
• Proficiency in PC and related office software.
• Ability to manage multiple tasks and projects simultaneously.
• Excellent problem-solving and decision-making abilities.
• Ability to work independently and under limited supervision.

Benefits

• Total Rewards: Highly competitive and comprehensive Total Rewards, including annual performance/merit reviews, annual performance bonuses, equity, special recognition, and more.
• Well-Being Benefits: Eligible for full-time remote work environment, unlimited flexible time off, holidays, retirement, health (medical, dental, vision), health spending accounts (HSA, FSA, FSA-DC), illness & disability protection, life insurance, and additional exclusive benefits.

Pay

CG Oncology offers highly competitive salaries and benefits.

Schedule

CG Oncology offers a fully remote work environment.