Responsibilities:

Efficiency and Organization:

• Provides high level organization of the office, reporting, and filing systems
• Reads, routes, and responds to routine and recurring items
• Opens, and flags mail for Senior Executives’ immediate attention; initiates and composes correspondence
• Manages complex and changing calendars and detailed travel planning
• Prepares monthly, quarterly, and year-end documents/reports with timeliness and accuracy
• Tracks and submits expense reports, check requests and other data as requested
• Composes briefings, executive summaries, and reports
• Ensures efficient creation and distribution of reports, communications, and other critical documents
• Identifies processes, system improvements, and communication protocols, to maximize the efficiency and organization of the executives

Meetings and Data Management:

• Prepares and distributes meeting agendas, takes meeting notes, arranges catering and technology needs
• Creates and prepares presentations, which may include retrieving supporting data, for presentations at meetings
• Acts as organizer for meetings (communicates agenda, confirms logistic and technology needs and orders catering if required)
• Sets up dashboards and spreadsheets to chart and track milestones, goals, and deadlines
• Manages designated special projects
• Maintains business dashboards, performing updates, research and analysis as needed
• Helps draft presentation outlines, PowerPoint slides, and other communications

Outreach and Liaison:

• Represents Senior Executives when they are out of the office or unavailable
• Greets visitors and responds to calls, providing information and making appointments, or referring to others
• Establishes and nurtures relationships with the direct reports and the cross-functional leaders
• Makes decisions and problem solves as needed for the Senior Executives to minimize delays
• Serves on cross-functional committees representing Senior Executives’ point of view
• Manage calendars and coordinate appointments for staff, sales, leadership, and client meetings
• Works collaboratively with other Executive Administration team members to provide integrated support to Senior Executives

Requirements:

• BS/BA or equivalent combination of education and experience with a minimum of 3+ years of Administrative Assistant experience supporting Senior level executives preferably in a biotechnology or pharmaceutical environment
• A highly dependable self-starter who thrives in a fast-paced, results-oriented environment
• Excellent written and verbal communication skills
• Proven ability to handle confidential information competently and with discretion
• Detail and deadline oriented
• Professional, flexible and independent
• Strong customer service orientation with ability to use independent judgment and make sound decisions
• Effective problem solving and analytical skills
• Exceptional interpersonal skills
• Proficient with Microsoft Office Suite and Concur