Executive Assistant, R&D

Role Summary

Executive Assistant (EA) to provide comprehensive administrative support to multiple senior leaders within R&D, focusing on calendar and travel coordination, administrative support, and cross-functional communication to enable leaders to operate efficiently and focus on strategic goals.

Responsibilities

• Manage calendars, schedule meetings, and coordinate travel logistics for multiple senior leaders.
• Prepare leaders in advance of meetings with materials, agendas, and presentation support.
• Monitor executive schedules to identify potential conflicts; provide timely suggestions to resolve issues and ensure smooth calendar management.
• Serve as a liaison between leadership, internal teams, and external stakeholders.
• Assist with preparation of POs, invoice processing and contract management.
• Process expenses and reimbursements with accuracy and timeliness.
• Order catering, office supplies, and coordinate logistics for meetings and team events as needed.
• Support ongoing administrative initiatives and assist with special projects as needed.
• Maintain confidentiality across all workstreams.

Qualifications

• Bachelor’s degree preferred.
• 3+ years of experience in administrative or executive support roles.

Skills

• Strong organizational skills and exceptional attention to detail.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Ability to manage competing priorities in a dynamic, fast-paced environment.
• High degree of professionalism, discretion, and confidentiality.

Education

• Bachelor’s degree preferred.

Additional Requirements

• This is largely a sedentary role; some filing is required. Ability to lift files, open filing cabinets, and bend or stand on a stool as necessary. Office environment with standard equipment.
• Travel may be required as part of coordinating logistics.