Executive Assistant

Role Summary:

The position of Executive Assistant provides direct advanced administrative support to c-suite-level executives. The person in this role is highly organized and experienced in managing multiple priorities with urgency and professionalism. This role requires a strong attention to detail, excellent communication skills, and the ability to handle multiple tasks simultaneously in a fast-paced environment.

This position is responsible for managing calendar(s), acting as the gatekeeper to protect the time of the executive as appropriate. This position regularly interfaces with employees of all levels of the organization as well as key external partners.

This role is based in Waltham, MA without the possibility of being remote.

Primary Responsibilities Include:

• Calendar management: responsible for meticulous calendar management, including planning meetings, coordinating recurring events and communicating with multiple parties to schedule large scale internal/external meetings
• Travel management: arrange intricate domestic/international travel for the executive including flights, trains, ground transportation and hotels and obtain travel visas as needed, work within company travel policies, and prepare relevant documentation and itinerary package and coordinate any real-time travel issues as they arise
• Expense management: prepare, submit and track expense reports in a timely manner
• Coordinate the Executive’s internal communications to staff, including Leadership Department and other meetings and communications
• Engage with team members to prepare for upcoming meetings; producing and publishing agendas in advance of meetings
• Order catering for meetings as needed
• Set up conference rooms with audio, visual and conference calls when needed
• Clarify expectations with team (e.g., due dates, meetings, information needed, etc.) and understand business priorities and challenges
• Be available for occasional local travel, event, and meeting attendance as needed
• Work closely and effectively with the Executive to be well informed of upcoming commitments and responsibilities, including key decisions, following up appropriately
• Anticipate and solve challenges to ensure the most strategic use of the Executive’s time
• Attend all team meetings, providing a summary of actions items to the Executive and team members as requested
• Prioritize incoming communications (mail, email, calls) while anticipating and communicating any required actions/deadlines
• Provide a bridge for effective and regular communication between the Executive and internal and external stakeholders; demonstrating leadership, collegiality and empathy to maintain credibility, trust and support.
• Special projects as needed

Education and Skills Requirements:

• Experienced C-Suite Level executive assistant with experience in a high growth, fast paced corporate environment
• High School Diploma is required, Bachelor’s degree is preferred
• 10+ years’ experience as an Executive Assistant
• Ability to recognize opportunities/gaps/obstacles, apply analytical and creative thinking to address issues or find innovative solutions and see them through to completion by taking ownership and accountability for meeting commitments and deadlines
• Professional confidence in own ability and demonstrated intuition as a result of experience working through complex situations/issues
• Demonstrated ability to work on multiple projects simultaneously leveraging strong organizational skills and flawless attention to detail, recognizing value and impact of the results
• Prior experience in biotech/pharma preferred
• Prior experience working with remote and hybrid teams in a matrixed organization
• Strong Microsoft Suite proficiency (Word, Excel, Teams, PowerPoint, and Outlook)
• Knowledge of teleconference equipment including Zoom, Teams, or other related software
• Demonstrated experience managing multiple and complex travel arrangements while planning all aspects of complex meetings, on and off-site
• Superior calendar management, organizational, time management and follow through skills to prioritize and coordinate workload with minimal supervision
• Ability to determine how to handle calendar conflicts and decision making when organizing the executives’ time are vital to success in this position, including using the most effective means of communication (Live Meeting, Teleconferences, and Videoconferencing)
• Interface with very senior level external partners and demonstrate high degree of professionalism and ability to handle confidential information in an appropriate manner
• High degree of tact and discretion, highly professional and corporate presence, self-confidence, flexibility, and adaptability
• Ability to effectively work in a fast-paced changing corporate environment is critical to success in the position
• Ability to work well independently as well as in a team environment both with internal and external stakeholders
• Demonstrate excellent judgment, initiative, reliability, accuracy, and problem solving
• Demonstrate leadership and collaboration with other team members at all levels of the organization
• Ability to identify, drive/coordinate independent projects to enhance learning curve and maximize contribution to fulfillment of corporate objectives
• Dedication with initiative and ability to proactively identify needs without being asked
• Ability to maintain composure and diplomacy when working under pressure, deadlines, and tenuous or ambiguous circumstances
• Ability to remain focused in situations involving multiple interruptions
• Ability to see the big picture, while maintaining excellent attention to details
• Excellent verbal and written communication skills
• Outstanding word processing and document preparation skills

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