Executive Assistant

Full time

JOB SUMMARY

We are looking for a sharp and collaborative Executive Assistant to support our Chief Science Officer and other C-suite leaders and handle basic office management responsibilities. This is an integral role at the center of the organization, helping to propel growth and streamline operations. We are looking for someone with outstanding attention to detail, sound judgement, and the ability to meet deadlines while juggling multiple requests across the organization is critical. A high level of integrity and discretion handling confidential information and professionalism dealing with executives inside and outside the organization. Looking for team players who are driven and have a healthy sense of fun! Lots of opportunity to take on additional responsibilities as we grow.

RESPONSIBILITIES:

  • Safeguard and support most efficient use of executives’ time, daily workflow, calendar, and contacts
  • Anticipates and helps schedule meetings/ priorities for C-suite executives
  • Prepares and compiles materials for discussions/meetings of executive staff and outside individuals. As needed, takes notes and follows up on status of next steps
  • Helps triage and/or communicate requests, issues, complaints, problems, and other action items to the appropriate person
  • Anticipates and owns administrative/operational duties to support activities of senior executives
  • Manages travel plans/itineraries and prepares documents for travel-related meetings
  • Prepares expense reports and reconciles corporate credit card account(s)
  • Schedule conference rooms, order catering, set up audiovisual technology, and break down meetings
  • Coordinate with vendors as necessary for overall suite appearance, maintenance, and management
  • Office supply management, including monitoring inventory and replenishing as needed

KEY QUALIFICATIONS AND EXPERIENCE:

  • Bachelor’s degree preferred
  • 1-2 years of administrative support/ office management experience
  • Strong organizational, communication and follow-up skills, with attention to detail required
  • Composition skills, a mathematical aptitude and report compilation experience needed
  • Independent judgment, a professional demeanor, and ability to deal with matters in a confidential manner
  • Advanced knowledge of Outlook, Teams, Zoom, Word, PowerPoint and Excel required

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