Extraordinary opportunity for an extraordinary Executive Assistant to the CEO for this remarkable company doing cancer treatment in real time.
Candidate must possess the following:
Minimum 8-10 years of experience at the C-level, as an Executive Assistant. Biotechnology, life sciences or pharmaceutical company experience at the C-support level. (Familiarity within the industry to recognize the names, conferences and events that regularly take place as an individual who has the in depth experience within this industry is essential.) College degree. Proven leadership skills to manage a growing administrative team and/or strong supervisory experience to mentor, supervise and develop admin team. Able to work 24/7 (in office, 8:30-5; must be accessible via Blackberry all other times). Superb writing & communication skills. Experience with Board of Director meetings and managing those relationships. Comprehensive calendar, travel, meeting and event coordination experience. Ability to work with ever-changing priorities and in a fast-paced setting.
SUMMARY OF POSITION
Our client is searching for a highly efficient and talented Executive Assistant to support the CEO and possibly a few other executives within the company and to also manage the Administrative Services function. Reporting to the Vice President of Human Resources (with a dotted line to the CEO), the Executive Assistant will play a significant role in providing dedicated executive administration and support. This role will include frequent communication and interaction with investors, Board of Directors, senior-level personnel, founders, and external collaborators and contacts, necessitating a high degree of initiative, discretion & confidentiality and the ability to be exposed to, and handling of, sensitive information. It is critical that the Executive Assistant conducts his or her self in a manner that is consistent with our client's standard of excellence and understands the importance of polite, timely, detail oriented communications at all levels. This position requires availability off-hours and on weekends and the successful candidate will be expected to be available and respond to inquiries with reasonable urgency.
PRIMARY RESPONSIBILITIES AND ESSENTIAL DUTIES
Provide executive assistance & support to the CEO and other designated executives, including:
Extensive calendar management, travel planning and management, conference and meeting planning and management, expense reporting, and executive level correspondence and coordination Promote efficient time management by understanding the nuances and logistics of arranging meetings, conferences, appointments & travel, including liaising with other senior management & preparation of supporting materials Liaison to the Board of Directors and representation of the executive office regarding internal and external relations including the preparation and delivery of Board related materials, managing the Board and other corporate governance committee calendars, and the planning of Board related events Ensures that management is informed of deadlines and problems Maintains a filing system for correspondence, business matters and other related data Tracks internal and external contacts Attends weekly senior management meetings for the purpose of ensuring discussed items receive follow up and appropriate scheduling, at times also taking and transcribing minutes in an accurate and professional manner and then distributing to the senior management team in a timely manner Provide administrative assistance and instruction to co-workers as needed
Manager of Administrative Services
Provide oversight and management of the administrative function for the Company including: Ensure the delivery of efficient, effective, and detail oriented administrative services for the Company Develop processes and systems for a streamlined, cohesive standard of support that includes filing, travel management, conference planning and management, and communications Manage the reception desk as well as ensure general office support including supply and kitchen management, taxi and conference calling accounts, and conference room management & preparation Together with the department head, develop an annual budget and staffing plan for the administrative group Hire, mentor, and manage the administrative team including providing support to the team to help prioritize workloads and understand priorities Assistance in the planning and execution of company events
REQUIRED SKILLS AND EXPERIENCE
Ability to show and demonstrate on a consistent basis initiative, professionalism, poise and flexibility and work within an environment of frequent interruptions, conflicting priorities, and varying workloads Ability to observe strict confidentiality in all aspects of services provided Ability to develop relationships with individuals whom there will be little face to face interactions High energy, resourcefulness, independence, flexibility, forward thinking and planning are all crucial to this position Highly developed written communication skills, including report writing and email correspondence and verbal communication skills, particularly in dealing with people of diverse backgrounds Demonstrated excellence in time management; attention to detail and the ability to learn quickly Must possess expert level and excellent working knowledge of Microsoft Word, PowerPoint, Excel, and Outlook Must be able to mentor and manage others and accept responsibility for the admin team
EDUCATION OR EXPERIENCE
Minimum of a Bachelor’s degree and 10+ years of experience in a similar senior executive assistant and office administration role Experience in a Life Sciences company is required Experience supporting a CEO is required
If you possess the above necessary criteria, you will have the opportunity to partner with some of the most amazing people in a great team environment that is vital, dynamic, fun and intellectually stimulating. Our client offers superb benefits as well as stock options and a cash bonus.
All qualified candidates are asked to submit a confidential resume and cover letter in two Word documents to: firstname.lastname@example.org . Our client is working with us exclusively on this opportunity and you will not see it posted elsewhere. If you are applying from outside the area, please indicate when you will be here permanently. We are unable to accept non-US resident applicants.
Laufer and Associates is a leading full-service recruiting firm, devoted to building rewarding relationships with our clients and candidates in New England through a uniquely creative and discerning approach that delivers exceptional staffing results.