Executive Assistant, Investments

Role Summary

The successful candidate will provide high level administrative, communication and project management support for the Investments Team. The team comprises four VPs and one Director. The role requires flexibility, problem solving and the ability to manage multiple workstreams with prioritization. The candidate should be highly organized, collaborative yet autonomous, resourceful, composed and empathetic, and thrive in a fast-paced environment with tight timelines. Hybrid schedule, 3+ days in person, at the New York City office is required.

Responsibilities

• Handle heavy, complex, fluid calendar management, while proactively managing conflicts for the Investments Team.
• Effectively engage with the team by staying on top of key topics, areas of focus, and prioritizing appropriately.
• Handle meeting logistics for conferences, investor, and industry events, coordinating all aspects of participation.
• Work closely with the team to stay well informed of upcoming commitments and responsibilities.
• Anticipate the needs of the executive, the team, and the company.
• Manage sensitive matters with a high level of confidentiality and discretion.
• Coordinate complex domestic and international travel arrangements, researching passport and visa requirements, providing detailed itineraries.
• Prioritize conflicting needs; handle matters expeditiously and proactively, and take projects to successful completion under deadline pressure.
• Work cooperatively with the team of assistants in a positive partnership.
• Coordinate meeting logistics, conference rooms, remote participant access, catering, and meeting materials.
• Strategically plan, coordinate and execute events for internal and external needs, ensuring seamless logistics and engaging experiences aligned with our mission.
• Primary point of contact for CDA inquiries, coordinating with the legal team to full execution.
• Regularly interface with high-profile professionals on behalf of the team.
• Respond to emails, texts and phone calls outside of normal business hours.
• Track, prepare and submit expenses, invoices and purchase orders in a timely manner.
• Manage and maintain data entry in Salesforce.
• Assist with personal requests as needed.
• Perform other related administrative tasks as assigned and required.

Qualifications

• Bachelor’s degree preferred.
• Minimum of 8–10 years’ experience supporting senior-level executives, preferably in Pharmaceuticals/Biotech, Finance/Investment, or startup environments.
• Experience in a fast-paced, high-pressure environment.
• Experience with Salesforce, Concur, Asana, and Coupa is a plus.
• Proactive, positive, energetic, and enthusiastic personality with a can-do attitude.
• Demonstrates alignment with company values and a positive culture.
• Flexible and resilient with eagerness to learn and receptiveness to feedback.
• Team-oriented with a collaborative approach.
• Ability to learn quickly and adapt to change, shifting direction rapidly.
• Detail oriented with excellent time management and organizational skills.
• High level of integrity, discretion, professionalism, and confidentiality.
• Ability to work in a fast-paced, high-energy environment.
• Ability to prioritize and manage multiple assignments and responsibilities.
• Approach challenges with a positive, solutions-minded perspective.
• Tech-savvy and resourceful.
• Excellent written and verbal skills.
• 24/7 mindset.

Skills

• Flexible and resilient with eagerness to learn and openness to feedback.
• Team-oriented with a collaborative approach.
• Ability to learn quickly and adapt to change with a capability to shift direction rapidly.
• Detail oriented with strong time management and organizational skills.
• High level of integrity, discretion, professionalism, and confidentiality.
• Ability to work in a fast-paced, high-energy environment.
• Ability to prioritize and manage multiple assignments and responsibilities.
• Positive, solutions-minded mindset.

Education

• Bachelor’s degree preferred.