Role SummaryThe Executive Administrative Assistant (EAA) will be engaged in providing high-level administrative support to senior executives, managing complex calendars, coordinating travel arrangements, preparing confidential documents, and facilitating communication with internal and external stakeholders, with a strong understanding of life science terminology and research protocols, to ensure the smooth operation of the executive team.Role Responsibilities
- Calendar Management:Proactively manage complex schedules of senior executives, including scheduling meetings, appointments, and coordinating with internal and external parties, considering research timelines and critical project milestones.
- Communication Management:Screen and prioritize incoming calls and emails, effectively communicating information to executives while maintaining confidentiality.
- Travel Coordination:Arrange complex domestic and international travel itineraries, including booking flights, accommodations, and ground transportation.
- Document Preparation:Draft, edit, and proofread confidential documents such as presentations, reports, memos, and correspondence, ensuring accuracy and alignment with life science industry standards.
- Meeting Support: Prepare meeting agendas, gather relevant materials, take detailed minutes, and follow up on action items.
- Project Assistance:Support special projects by managing timelines, gathering research data, and coordinating with cross-functional teams.
- Expense Management:Track and process expense reports, ensuring compliance with company policies.
- Database Management:Maintain accurate and organized electronic files and databases with critical research information.
- Life Science Knowledge:Basic understanding of life science research concepts, including clinical trials, regulatory procedures, and scientific terminology
- Administrative Expertise:Proven experience managing complex calendars, coordinating travel, and preparing professional documents
- Communication Skills:Excellent verbal and written communication skills, with the ability to interact effectively with diverse stakeholders
- Confidentiality:Strict adherence to confidentiality protocols when handling sensitive information
- Proficiency in Microsoft Office Suite: Advanced skills in Microsoft Outlook, Word, Excel, and PowerPoint
- Organizational Skills:Ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines.
- Other duties as assigned
Role Requirements
- A minimum of 7+ years of administrative assistant experience, with at least 2+ years supporting an executive team and/or C-suite leader.
- Administrative Expertise:
- Expert proficiency in calendar management, scheduling meetings, managing complex itineraries, and coordinating internal and external communications.
- Proficiency in handling expense reports, travel arrangements, and vendor management.
- Ability to prepare and distribute accurate and professional documents, presentations, and reports.
- Experience with document management systems and electronic filing.
- Life Science Knowledge:
- Basic understanding of scientific terminology, research protocols, and regulatory compliance within the life sciences industry.
- Familiarity with clinical trial processes, study designs, and data analysis methods would be beneficial.
- Communication Skills:
- Excellent verbal and written communication skills to interact with internal and external stakeholders, including scientists, researchers, executives, and regulatory agencies.
- Ability to effectively communicate complex scientific information to non-technical audiences.
- Confidentiality and Discretion:
- High level of integrity and ability to handle sensitive information related to research projects, clinical trials, and intellectual property with utmost confidentiality.
- Technical Skills:
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Familiarity with project management tools and CRM systems could be advantageous.
Behavioral Expectations
- Strong organizational skills with the ability to prioritize tasks and manage multiple projects simultaneously.
- Ability to anticipate needs, proactively problem-solve, and take initiative.
- Excellent interpersonal skills to build strong relationships with colleagues and external collaborators.
- Basic understanding of scientific terminology, research protocols, and regulatory compliance within the life sciences industry.
Special Requirements
- The person filling this position will spend approximately 95% in an office setting and 5% in the laboratory. There will be exposure to animal pathogens and chemicals. There will be handling of, and/or exposure to animal tissue and zoonotic organisms.
- Ability to don and wear personal protective gear, including N95 masks and respirators.
- Ability to spend part of day sitting, standing and/or walking.
- Ability to work beyond typical work schedule including but not limited to evenings, weekends, extended shifts with short notice.