Job Title: Senior Executive Assistant
Job Location: Washington DC-Remote
Special Note: Role could be filled part-time capacity, if needed
Job Overview: The Sr. Executive Assistant plans, directs, and coordinates administrative support services for the Chief Executive Officer (CEO) and select other executive leaders. This role contributes to the long-term success of the business by organizing and preparing executive processes, preparing communications, developing scorecards, meeting summaries and events, and providing high level executive administrative support for the CEO while maintaining the highest level of confidentiality and professionalism. This role provides an excellent opportunity to understand the strategy for the company, engage with senior leaders, and acquire experience and knowledge of all key functions of CRO industry. Job Duties and Responsibilities:
- Facilitate Executive team meetings, including: compiling meeting agendas; developing monitoring materials, such as PowerPoints, spreadsheets, and scorecards; collecting, organizing and circulating pre-meeting materials and actions; and providing summaries of key points, decisions and action items.
- Manage the CEO's calendar and arrange and schedule meetings and teleconferences with internal and external attendees, and work with local resources to organize catering when necessary
- Manage schedules and coordinate itineraries for international and domestic trips.
- Assist in preparing communications on the executive's behalf.
- Prepare and process expenses for the CEO, and approve expenses for members of the Executive team as needed.
- Track Executive team goals and initiatives, including setting up a method for collecting data with executives, reporting on progress to milestones, and identifying issues and obstacles requiring the CEO's attention,
- Support of Board level governance activities.
- Follow up with the Executive team regarding timesheet compliance.
- Assist the CEO with the preparation of presentations and other correspondence.
- Make domestic and international travel arrangements as needed.
- Interface globally with clients, management and other colleagues and service providers.
- Multitask and change course of action in rapid response to changes in the work environment and make timely decisions.
- Proactively collaborate with other administrative support staff to develop procedures that enhance the function's ability to support the company.
- Sit in meetings when CEO cannot attend due to schedule conflicts. Take notes and report details discussed during the meeting to the CEO.
- Ensure Executive team compliance with corporate policies and procedures.
- Perform other executive administrative support duties as assigned.
Supervisory Responsibilities:
- No supervisory responsibilities
Job Requirements: Education
- Bachelor's degree in Business Administration or related field of study or equivalent experience in office or business management; MBA a plus.
Experience
- Minimum 5 years' experience supporting C-Level executives.
- High level of proficiency in Microsoft Office applications (Outlook, Powerpoint, Word, Excel)
- Experience in the CRO industry or other Life Sciences area a plus.
Skills/Competencies
- Solid experience with project management and strong leadership in driving cross-functional efforts and in executing key projects.
- Analytical Skills: Demonstrate knowledge and understanding of business and can provide problem solving and trouble shooting at a glance with a focus on strategy.
- Exceptional attention to detail, ability to multi-task.
- Proficiency in collaboration and delegation of duties.
- Confidentiality; Demonstrates the ability to maintain the utmost confidentiality in all matters and aligns behavior with corporate culture.
- High level of integrity and work ethic.
- Team Skills and Strong Interpersonal Skills; Demonstrates excellent Interpersonal interactions and consistently demonstrates the ability to work as a team player versus independent contributor.
- Excellent written and oral communications skills; Demonstrates through written and verbal interactions the ability to communicate effectively with various stakeholders in order to collaborate smoothly with various functions.
- Friendly and professional demeanor. Able to exercise judgment within defined procedures and practices and to determine appropriate action independently.
Capabilities
- Advanced Microsoft Office skills, with an ability to become familiar with company-specific programs and software.
- Software and Internet Proficiency and ability to pick up new technologies quickly, i.e., Proficiency with windows applications, Excel, Powerpoint, Word, Internet Explorer, Outlook.
- Local travel up to 10% of the time.
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