Executive Assistant
Remote
We seek a professional, take-charge Executive Assistant to keep business operations organized, on track, and moving forward. Candidates must possess strong communication skills, both written and oral, the ability to multi-task efficiently in a fast-paced environment, and the ability to work independently with initiative, discretion, and confidentiality. By overseeing calendars, schedules, and expense reports, you will help boost the Executive’s productivity. You must be able to manage multiple high-priority assignments and foster and maintain strong working relationships within all levels of the company and with outside vendors and contacts. You complete your work with little supervision because your assignments consistently demonstrate exceptional quality and reliable follow-through.
Responsibilities
- Provide administrative support to VP and multiple Sr. Leaders
- Calendar, meeting, and event management to coordinate internal and external meetings/events. Assist with food orders, meeting needs, and proactively manage calendar requests and conflicts
- Interview preparation, such as providing resumes and appropriate materials in a timely manner ahead of meetings and interviews
- Manage all travel (flight, hotel, car) arrangements for domestic and international travel
- Expense management duties, which include submitting expense reports and receipts in a timely manner
- Contract Assistance and Liaison: Assist with obtaining Legal approval and routing contracts for signatures (via DocuSign), managing electronic storage (in Gatekeeper), and tracking contract progress to ensure timely execution
- Purchase Order Requisitions: Manage purchase order requisitions and invoice reconciliation (via Coupa)
- Support new hires by adding them to distribution lists, scheduling onboarding meetings, granting building access, and serving as their main contact.
- Provide onboarding support for new vendors and agencies when needed, ensuring they have the proper access and documents/enablement required to get them up and running
- Project work as necessary to support each team’s goals
Education, Experience & Skills Requirements
- 4+ years of administrative assistant experience
- Proactive, one step ahead work ethic, attitude, and approach
- Able to multi-task and manage multiple calendars, teams, and requests
- Ability to drive schedules and agendas with a more profound understanding of the context
- Solid teamwork and interpersonal skills, with a desire to offer suggestions and improvements; superior communication skills with the ability to work across all levels, internally and externally; High level of confidentiality, discernment, and judgment
- Desire to grow and take on your projects and work under pressure while consistently meeting deadlines
- Generally, IT savvy
- Experience working with all levels of management, employees, vendors, and customers; experience with biotech and pharma medical affairs leadership strongly preferred
- Highly proficient in MS Office applications, including Outlook, Word, PowerPoint, SharePoint, and Excel
