Executive Assistant

Executive Assistant

6mth contract to hire

Hybrid - 4days onsite, flexi Friday WFH

Partnering up with a key client for an exciting new hire. This is to join a growing team in the Boston area, and support the local Commercial VPs and key ED/Directors on their team(s). This position will report into the Director of Commercial Strategy & Operations.

The Executive Assistant will support key functions within the Commercial Leadership Team (CLT) including the Neuro Commercial teams, Commercial Operations, and Omnichannel. The role will also organize and streamline operations to ensure optimal effectiveness across the Commercial Support team of two existing EAs (based in California), working closely with an experienced and tight knit biotech team. Additionally, this role will work closely with the Boston Office Manager to support office operations as needed.

RESPONSIBILITIES:

• Assist Executive Directors and above with daily schedule and duties, to include managing business and personal calendars, commitments, and travel arrangements (planning itineraries, developing agendas, meeting materials and reporting expenses etc.)
• Support the reporting functions within the team
• Schedule and coordinate complex meetings run by the above Commercial functions. This includes, but is not limited to, attendee communications, venue management/coordination, audio/video set-up and management as needed, catering, accommodation, and material preparation
• Proactively manage communication (emails, phone calls, necessary follow-up); screen telephone or email enquiries, communicate messages, redirect calls, and respond to urgent enquiries from internal/external stakeholders over multiple time zones
• Manage projects and conduct research to support projects and/or provide background for executive decision-making
• Anticipate executive’s needs and proactively bring together appropriate people and resources to support the executive in addressing issues
• Follow abstract/presentation deadlines and conference dates to make sure executives are aware of upcoming events/deadlines
• Assist with finance support including MSAs, SOWs, invoicing, and budgeting
• Prepare and submit legal document requests and purchase requisitions, monitoring progress in internal systems
• Assist in creating presentations and materials as directed
• Maintain paper and online records and follow procedures for retention, protection, retrieval, transfer and disposal
• Maintain office/department efficiency. Organize catering, office supplies, business cards and a range of items relating to office management duties including escalation of departmental IT issues, in partnership with Boston Office Manager
• Maintain positive relationships with external administrative partners
• Back up coverage of Boston reception & large-scale office event planning, as needed, including receiving and interacting with visitors
• Uphold the strictest confidentiality on information collected and accessed as part of responsibilities. Handle highly sensitive information and documents with discretion and confidentiality
• Other duties and support as required

QUALIFICATIONS:

• Successful candidate will have 5-7 years of experience supporting executives in an interrogative environment
• A tenacious yet flexible problem-solver with the ability to manage complex tasks and prioritize competing demands to meet deadlines
• Effectively manages up, as well as laterally and lower in the organization
• Resilient, open, and adaptable to change; embraces feedback
• Team player who fosters collaboration and thrives in a fast-paced environment
• Strong verbal and written communication skills
• Able to manage activities and schedules of multiple executives with little or no supervision and maintain strict confidentiality
• Well versed in modern virtual meeting platforms/technology with extensive experience in setting up and executing on-demand teleconference and web-conference meetings
• Excellent organizational skills, strong verbal and written communication skills, attention to detail, proactive execution and follow through to ensure outstanding results
• Share information openly with co-workers and cross functional teams (transparent)
• Highly proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Confident and competent operating in both the virtual and office environment
• Technically savvy and familiarity with digital marketing and social media is a plus
• Biotech experience preferred, yet not required; small startup environment experience a plus