Manager of Executive Administration

Manager of Executive Administration

Manager of Executive Administration

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Accentuate Staffing is recruiting for a Manager of Executive Administration for a Biopharmaceutical Company in RTP.  This position is direct hire with a competitive salary plus bonus, generous benefit package, 401k and stock options.

Responsibilities:

  • Act as a liaison with outside agencies, partners, and stakeholders, including senior-level management, Board members.
  • Manage calendars with a keen sense of prioritization and time management to ensure maximum effectiveness.
  • Responsible for Board of Director meeting planning (meeting/telecom, meals, materials, correspondence).
  • Lead special projects for the CEO and CBO and act as an intermediary between the executive leadership team, senior leadership team and teammates.
  • Responds independently with sound judgment to inquiries and correspondence from the senior leadership team, vendors, executive leadership team and the Board of Directors.
  • Plan for, schedule, organize and coordinate (project mgmt. of) staff & departmental functions/meetings for Executive & Senior Leadership Team, including events/off-sites, structuring agenda, notes and managing follow up of actions from meetings.
  • Assist in building presentations for internal and external audiences including coordination and collation of multiple presenters’ slides for meetings.
  • Answer phone and e-mail communications on behalf of the CEO and CBO, handle confidential and non-routine information. Responding where appropriate to individual emails from vendors or employees or identifying the right party to help or respond.
  • Handle confidential matters with the utmost discretion and judgment.
  • Perform special projects, analyses, and research as assigned.
  • Hire, train and manage a team of Administrative Assistants within the organization. Administrative Assistant roles will include but not limited to:
    • Coordinate travel arrangements including agendas, flights & hotel details
    • Process expense reports in a timely manner for executives
    • Monitor office and kitchen supplies; coordinate orders with logistics team
    • Organize and distribute mail
  • Other duties as assigned

Requirements:

  • BS/BA degree. Paralegal certification a plus.
  • 5+ years of experience providing C-Suite support which includes supporting the BOD.
  • 2 years of experience managing and mentoring Administrative Assistants.
  • Proficiency in collaboration and delegation of duties.
  • Ability to use excellent judgement and discretion given the role’s access to company confidential information.
  • A customer-focused mindset is key, whether interacting with the Board of Directors, CEO, executive leaders, and individual teammates or outside vendors and partners.
  • Ability to handle the stress of functioning in a fast-paced organization, meeting deadlines, anticipating quickly changing needs and exercising judgement regarding a wide range of responsibilities including conflicting priorities/work overflow.
  • Advance skills in Microsoft Office products (Excel, Word and PowerPoint specifically).
  • Excellent communication skills (oral and written).
  • Exceptional attention to detail and follow-through.