Executive Assistant

Role Summary

Location: Remote. We are seeking an Executive Assistant who will report to the Chief Commercial Officer. You will utilize your exceptional organizational and communication skills to provide professional and strategic support to key members of our senior leadership team. The role requires working both independently and collaboratively, multitasking, meeting deadlines, and handling sensitive matters. The ideal candidate is detail-oriented, proactive, and able to thrive in a fast-paced startup environment.

Responsibilities

• Provide general administrative support to members of the leadership team.
• Manage and prioritize calendars for the key members of our senior leadership team, focusing on productivity, urgency, and stakeholder needs.
• Arrange travel plans, coordinate “offsite” team meetings and events.
• Keep internal filing system/folders organized and updated.
• Organize team meetings including reserving meeting space, hotel, and other logistics.
• Prepare and submit expense reports for executives according to company policies and procedures.
• Ensure seamless coordination and follow-up throughout the vendor/consultant contract process, including overseeing the timely routing of documents for signatures, tracking each document to ensure prompt return, verifying the accuracy of all returned documents, and saving them in their designated storage locations.
• Maintain confidentiality and discretion in handling sensitive information and communications.
• Assist in the development and organization of support materials for meetings and conferences (e.g. slide decks, presentations, meeting materials, etc.).
• Assist with the coordination and execution of special projects and initiatives as directed by our senior leaders.
• Assist with the purchase order process including submission and ensuring appropriate approvals are secured
• Lead onboarding processes for new hires
• Understanding and educating team members on company policies (i.e. meal limits, hotel price caps etc.)
• Other duties as assigned.

Qualifications

• Required: Bachelor’s degree
• Required: 5-7 years of EA experience.
• Required: Calendar management, meeting organization and heavy travel coordination experience
• Required: Proficiency with MS Teams & MS Office (i.e. Word, Excel, PowerPoint, Outlook), Adobe Acrobat, and DocuSign
• Required: Excellent at prioritizing and executing multiple projects/tasks with tight deadlines.
• Required: Proven expertise in written and verbal communication, demonstrating strategic, professional, creative, and succinct communication.
• Required: Pro-active self-starter able to work independently, effectively problem-solve and prioritize work, anticipating needs of senior leadership.
• Required: Highly collaborative and able to work effectively with multiple stakeholders.
• Required: High level of maturity, ability to exercise good judgement, discretion and confidentiality with all tasks.
• Required: Able to remain organized and focused in a fast-paced, high-performance startup environment.
• Required: Excellent interpersonal, verbal, and written communication skills.
• Required: Assist with the coordination and execution of special projects and initiatives as directed by the executive team.
• Preferred: 3+ years of experience supporting management level personnel
• Preferred: Start-up environment experience
• Preferred: Biotech experience