Executive Assistant

Cambridge, MA | Direct Hire

Post Date: 01/09/2018 Job ID: 80240 Specialty: Office Services

One of Boston's fastest growing biotech start-ups is seeking an Executive Assistant to the CEO and CSO. As the Executive Assistant, you will be responsible for performing a wide array of administrative functions requiring integrity, initiative, resourcefulness, confidentiality and gatekeeping, interfacing with internal and external parties on their behalf. This role will require interaction with investors and board of directors on an ongoing basis. Apply today!

Responsibilities for the Executive Assistant:
  • Manage the CEO and CSO ’ s calendar, schedule meetings and follow-up as needed with meeting attendees
  • Prioritize conflicting needs with great judgment, handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
  • Manage and prioritize internal and external communications including: emails, arrangement of conference calls and WebEx meeting, preparation of agendas and other communication materials for internal and external use
  • Arrange travel, including air, hotel and transportation as well as occasional work-related events, large meetings
  • Prepare and reconcile expense reports, review invoices, assign account codes and forward to outsourced book keeper on a timely basis
  • Plan programs, events or conferences by arranging for facilities and caterers, issuing information or invitations, and coordinating on site meetings
  • Develop and modify new and existing PowerPoint presentations, correspondence and spreadsheets
  • Coordinate internal resources and external vendors/third parties in the flawless execution of projects including management of budgets, resources and timelines
  • Report and escalate to management as needed
  • Establish and maintain relationships with vendors/third parties
  • General office duties; building contact, file maintenance, and supply ordering
Requirements for the Executive Assistant:
  • Bachelor’ s Degree
  • 5+ years minimum experience in a C-level executive administrative support capacity preferably in life sciences
  • Previous experience in managing the day to day office operations including ordering office supplies, coordinating team events, offsite meeting and conferences
  • Prior responsibility for payroll and processing expense reports
  • On boarding new employee experience, managing benefits and experience in employment verification (I9, e-verify)
  • Proficient in spreadsheet, presentation, and mail software such as MS Word, Excel, PowerPoint, Outlook, Google Mail and Calendar and general MS Windows operations
  • Ability to handle confidential material in a professional manner
  • Ability to learn the executives’ primary business objectives, and through this understanding is able to anticipate administrative needs of the executives
  • Proficiency with Google Mail and Calendar and Microsoft Office – particularly Word and Power-Point
  • Technology savvy with a strong knowledge working with Microsoft Office
  • Strong organizational skills with great attention to detail
  • Strong multi-tasking and prioritizing skills with the ability to meet deadlines
  • Excellent written and verbal communication skills
  • Strong interpersonal skills with a customer service focus
  • Ability to work independently and as part of a team
  • Must be eligible to work in the U.S. without sponsorship                      

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