Executive Assistant to the CEO
: Job Details :

SUMMARY: Reporting directly to the CEO, the Executive Assistant provides executive, administrative, and development support to the CEO and Board of Directors and The Smithers Group (TSG) staff. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, serves as a liaison to the Board of Directors and senior management teams, organizes and coordinates executive outreach and external relations efforts, and oversees special projects. ESSENTIAL DUTIES AND RESPONSIBILITIES:Executive Support Assists the CEO with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing weekly timecards and monthly expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings. Files and maintains documents as needed to ensure accurate recordkeeping. Communicates with the general staff on the CEO's behalf and coordinates logistics with high-level meetings both internally and externally. Coordinates meetings and strategic activities with the Leadership Team, Management Teams, and members of TSG staff. Communicates directly and on behalf of the CEO with Board members and others on matters related to programmatic initiatives as directed. Drafts reports, letters, proposals; prepares and coordinates oral and written communications. Supports CEO in his/her external commitments related to TSG, including service on external boards, committees and other groups. Coordinates CEO site visits. Administrative support for company charitable contributions Coordinates all domestic and international travel. Coordinates travel for corporate plane (@25 trips/annually safety pilot and rental cars at FBOs). Maintains all corporate records including minutes books for all legal entities. Assists CEO with private/personal business administrative tasks as required. Supports TSG members as required:1. Quarterly meeting support2. CEO Client visitsBoard & Shareholder Support Serves as the CEO's administrative liaison to the Board of Directors and Shareholder Meetings. Manages Board activities, which include coordinating Board meetings; arranging hotel accommodations for out-of-town Board members; processing travel reimbursement requests; and compiling, assembling, and distributing Board meeting materials. Manages Shareholders activities, which include coordinating Shareholder meetings. Coordinates meetings, maintains confidential files and contact information, conferences, and committees both on and off site to support the CEO's agenda.Management Support Supports the CEO's direct reports and TSG staff as needed to schedule meetings, correspondences, etc.EDUCATION AND/OR EXPERIENCE: Bachelor's degree or equivalent experience in administrative support with an interest in global business; or equivalent combination of education and experience Minimum of five (5) years providing administrative support for upper-level management in a related organization (i.e., CRO, pharma, science, etc.) International business experience Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.SKILLS & ABILITIES: Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners Proficiency in Windows, including MS Word, Excel and PowerPoint Ability to learn new software Ability to conduct research and present data in a succinct and well-written manner Ability to work independently and with professional discretion Excellent writing, editing, grammatical, organizational, and research skills Ability to work with a broad range of people including, Board members, colleagues of the CEO and staff, and others Knowledge of international cultures Excellent management, time-management, and problem-solving skillsTRAVEL DETAILS:Some local travel may be required (less than 10%).#LI-JW1 Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)