Position Summary:
ultra focused – Work together to fearlessly uncover new possibilities
The Executive Assistant provides overall administrative support to the Chief Quality Operations Officer including but not limited to managing heavy calendar scheduling for internal and external meetings, coordinating domestic and international travel arrangements, completing expense reports and reconciling accounts, maintaining and updating contacts, managing incoming calls, supporting special events and projects, and other day-to-day activities to support the executive.
Work Model:
Flex: This role will typically require onsite work 2-3 days each week, or more depending on business needs. In many locations, the business will set certain days each week that Flex employees are required to be onsite.
Responsibilities:
- Day to day administrative support for Chief Quality Operations Officer and Executive Vice President, Translational Sciences, and identified senior leaders within the Translational Sciences and Quality organizations.
- Manage and maintain heavy and complex calendars, appointments and meeting requests through MS Outlook, in an environment that requires frequent re-prioritization and shifting schedules.
- Manage domestic and international travel coordination with outside travel agency. Requires detailed tracking and monitoring of travel and processing related expense reports.
- Perform general administrative functions (maintaining distribution lists, org charts, shared file collaboration, executing administrative contracts, coordinating vendors, printing, ordering lunches, etc.).
- Build and refine PowerPoint presentations for C-suite executives, Board of Directors, key stakeholders and external Healthy Authorities and industry conferences as needed.
- Prepare and complete expense reports for processing.
- Manage departmental leadership team meetings to include scheduling, agenda tracking, presentation collection, preparation of minutes and action item follow up as needed.
- Manage annual departmental racetracks to monitor and address identified activities.
- Support Health Authority inspections as needed.
- Partner closely with other office administration teams on activities and functions, acting as a backup and additional resource as needed
- Extensive collaboration with internal and external contacts.
- Apply good judgment in handling of sensitive and confidential information.
- Facilitate smooth and effective communication as first point of contact to the CQOO office.
- Participate in special projects currently underway and as needed.
Requirements:
- Minimum of 15 years of executive administrative support experience, specifically in a fast paced, environment.
- Previous experience in a support role in life sciences/biotech company.
- Must be flexible, highly organized and have a proven ability to juggle multiple competing tasks and demands. This will require collaborating with team members and working independently.
- Excellent oral and written communication skills, and proven ability to work autonomously and prioritize workload
- Proficiency in MS Office Suite: Outlook, PowerPoint, Excel, Word and SharePoint
- High attention to detail, excellent organizational skills and the ability to work on multiple projects with tight deadlines.
- Ability to assist executive with commitments and priorities by proactively identifying deliverables and expectations.
- Excellent interpersonal and verbal communications skills and the ability to deal effectively with a variety of personnel both internally and outside the company.
- Must be a self-starter and have a positive and flexible attitude.
