Executive Assistant

Responsibilities  

• This role will report to the Senior Executive Assistant receiving work assignments as needed. Over time this position will own aspects of the workload and may directly support one or more executives. Responsibilities may include: 

• ​​Full calendar management ​for Executives ​including scheduling of all meetings, managing conflicts, ​​and maintain​ing balance between work and meeting blocks ​​ 

• ​​​Support of the Scientific Advisory Board (SAB) including scheduling all meetings with members, sending calendar invites and distributing pre read materials and minutes​​​​ 

• Coordinate all information flows to ensure adequate prep time so that executives are always prepared, block prep time, send prep ​materials​ ​and add reminders to calendar when appropriate​ 

• Follow up with internal and external parties to ensure all action items are completed​ and communicate outcomes where needed​  

• Consolidat​e​ all requests for executives' time, agree on priorities with teammates and clearly communicate​​ expectations to team ​     ​ 

• Initiate and continuously improve administrative procedures for Executive team in conjunction with Sr. EA 

• Process all expense reports and review and approve all expenses submitted by direct reports 

• Work with Senior EA to coordinate multiple on-going conferences and off-site meetings/events and associated travel arrangements (including ad-hoc Board events, Senior Leadership Meetings, Executive Strategy Offsites, etc.) 

• ​​​​Additional calendar management and meeting coordination, including team offsites, for other Executives and VP level colleagues​​ as needed     ​​ 
• ​Other assignments as needed 

Requirements  

• Bachelor’s degree or equivalent experience required 

• ​​Works well in v​irtual environment 

• Proactive self-starter who can solve any calendar challenge at a moment’s notice 

• 5+ years of experience in a business role 

• Excellent presentation, spreadsheet, and document authorship skills 

• Exceptional time management skills and calendaring -- experience with scheduling internal and external meetings with C-level stakeholders, investors, and other busy senior people 

• Strong written & verbal communication skills - able to deal with highly confidential and sensitive information and communicate effectively with Senior Executives and Influencers  

• Positive attitude, appetite for development 

• Ability to prioritize effectively in a fast-paced environment and adapt to last minute changes 

• Incredible attention to detail and analytical skills 

• Ability to pinpoint problems and find creative solutions proactively 

• Strong business acumen and ​judgment​​; respect for confidentiality ​ 

• Experience with booking complex travel arrangements and adjusting them on short notice 

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