The Senior Executive Assistant, C-Suite, will support the Chief Executive Officer and provide project and administrative support to other departments throughout the organization as needed.
Duties and Responsibilities:
Provide complex, diverse, and confidential administrative duties for the CEO and COO.
Handle details of a highly confidential and critical nature.
Heavy calendaring using Outlook, including coordinating internal and external meetings and teleconferences along with corresponding logistics, room reservations, catering, audio-visual equipment set-up, and other support needs.
Exercise judgment within generally defined practices and policies when selecting methods and techniques for obtaining solutions.
Handle sensitive Board-level information.
Plan and coordinate offsite meetings and conference attendance, including conference registration, hotel stays, meeting arrangements, catering, AV equipment, and other related requests to ensure successful meetings.
Plan and coordinate domestic and international travel details, including flights, visa applications, travel documents, car transports, hotel bookings, restaurant reservations, and other travel-related needs.
Provide evening or weekend support, depending on the travel requirements.
Provide coordination and oversight of resource management projects.
Act as backup for senior-level team members and assist in executing responsibilities as needed.
Create and manage organizational metrics.
Help track department-level projects, activities, and results.
Ad hoc projects, as assigned, include event and logistical coordination of Advisory Boards.
Collect and prepare information for use in discussions and meetings of Executive staff, outside individuals, and the department team.
Coordinate, create, edit, and assemble slides for presentations and assist with collecting and effectively presenting executive-level information.
Provides independent and proactive support and anticipates the executive's needs. Proactively manages the calendar to effectively and efficiently use the executives' and department's time and resources.
Working with discretion and tact in an environment exposed to a high level of sensitive and confidential information, keeping confidential information confidential, sharing only with approval and on an absolute need-to-know basis. Maintain executive confidence and protect the organization and executive by demonstrating high professionalism in dealing with confidential and sensitive issues.
Act with a sense of urgency and understand the need for responsiveness after hours and some weekends, as needed (e.g., during executive travel, periods of activity/sensitive business commitments, etc.).
Provide general departmental support.
Make administrative decisions, handle correspondence, and schedule calendar appointments.
Arrange department and group meetings, ensuring all necessary information and support is available.
Coordinate and make travel arrangements.
Retrieve, sort, and file all essential documents.
Initiate purchase orders, check requests, and track payments.
Requirements and Qualifications:
At least 6+ years of experience supporting a C-Suite position in biotechnology and pharmaceuticals
A biotechnology background is required.
A college degree and equivalent work experience are preferred.
Demonstrates expert knowledge of Microsoft applications, including Outlook, Word, PowerPoint, Excel, and Adobe Acrobat
Must be a team player with excellent multi-tasking skills.
Must possess excellent written and verbal communication skills.
Must be detail-oriented with well-developed organizational and analytical skills.
Must have outstanding interpersonal skills, work effectively on teams, and maintain composure in stressful situations and under tight deadlines.
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