Job Description

Executive Administrative Assistant

Position Overview: We are seeking a dynamic and resourceful Executive Assistant to provide high-level administrative support to the CEO of our small but rapidly expanding biotech company. The ideal candidate will be experienced in managing a complex calendar, coordinating travel, organizing communications, and interacting with executives and stakeholders across different time zones and cultures. This individual must have a solid understanding of the biotech industry and be comfortable working with C-suite leadership, managing sensitive information, and driving efficiency across all tasks.

Key Responsibilities:

• Oversee and manage the CEO’s calendar, ensuring optimal time management and prioritization of meetings, calls, and events. Coordinate with internal and external stakeholders to schedule meetings, preparing agendas, and ensuring all necessary materials are ready.
• Handle all aspects of global travel for the CEO, including flight bookings, hotel accommodations, ground transportation, visa requirements, and preparing travel itineraries. Ensure all travel logistics are seamless and cost-effective.
• Organize and prioritize incoming emails, ensuring that urgent requests are handled in a timely manner. Draft, proofread, and send emails on behalf of the CEO when appropriate, while maintaining a high level of professionalism and attention to detail.
• Serve as a liaison between the CEO and international contacts, clients, and partners. Manage communications across time zones, ensuring clear and efficient interaction with both internal teams and external stakeholders globally.
• Provide comprehensive administrative support to the CEO, including preparation of reports, presentations, and materials for meetings. Assist in strategic initiatives and contribute to the smooth operation of high-level discussions and decisions.
• Handle sensitive and confidential information with the utmost discretion and professionalism, ensuring compliance with company policies and regulations.
• Assist with ad-hoc projects as needed, from research and logistics coordination to follow-up tasks, ensuring they are completed accurately and on time.

Qualifications:

• Minimum of 3-5 years of experience supporting C-suite executives in the biotech, pharmaceutical, or life sciences industries, with a solid understanding of industry-specific terminology, regulatory considerations, and operational needs.
• Proven track record of providing high-level administrative support to executives, including managing complex schedules, travel, correspondence, and confidential materials.
• Experience coordinating complex calendars and arranging global travel logistics across different time zones. Ability to manage multiple priorities efficiently.
• Excellent written and verbal communication skills. Must be able to communicate effectively with a range of stakeholders, from internal team members to global partners and clients.
• Comfortable working with individuals from different cultural backgrounds and handling communications across global markets. Prior experience managing global time zones is essential.
• Proficient in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel) and other business tools. Experience with collaboration tools (e.g., Slack, Zoom) and travel platforms (e.g., Concur) is a plus.
• Exceptional organizational skills and a keen eye for detail. Ability to anticipate the needs of the CEO and maintain a high standard of professionalism in all interactions.
• Ability to think critically, manage multiple tasks simultaneously, and take the initiative to solve problems as they arise.

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