Executive Assistant

About Our Client

A clinical stage biopharmaceutical company is seeking talented individuals to join their team and contribute to the development of novel product candidates for brain health disorders. Our client's mission is to be a global leader in the development and delivery of treatments that improve patient outcomes. They are developing a pipeline of innovative product candidates, with and without acute perceptual effects, targeting neurotransmitter pathways that play key roles in brain health.

Founded in 2019, the company is continuously expanding its presence and global footprint and is looking for high-impact individuals in various clinical, technical and business operations domains to strengthen its team.

Responsibilities

• This role will provide support to the Chief Corporate Affairs Officer and Chief Legal Officer including full calendar management and scheduling of all meetings, managing conflicts, and maintaining balance between work and meeting blocks.
• Full calendar management for Executives including scheduling of all meetings, travel arrangements, managing conflicts, and maintaining balance between work and meeting blocks.
• Coordinating with senior executive assistant to synthesize comments for, prepare and organize materials for meetings of the Board of Directors and Board committees, including uploading and managing materials to Diligent Board portal
• Assist in coordinating relationships with key stakeholders, including government officials, community partners, and media representatives
• Assist in the production and distribution of company materials such as press releases and website updates
• Assist in organizing corporate events, conferences, and stakeholder engagements, including logistics, scheduling, invitations, and event materials
• Serve as a point of contact for internal and external communications, screening and directing phone calls, emails, and correspondence. Ensure timely follow-ups and responses as required
• Coordinate all information flows to ensure adequate prep time so that executives are always prepared, block prep time, send prep materials and add reminders to calendar when appropriate
• Follow up with internal and external parties to ensure all action items are completed and communicate outcomes where needed
• Consolidate all requests for executives' time, agree on priorities with teammates and clearly communicate expectations to team
• Handle sensitive and confidential information with the highest level of professionalism, ensuring confidentiality at all times
• Initiate and continuously improve administrative procedures for executive team in conjunction with Sr. EA
• Process all expense reports and review and approve all expenses submitted by direct reports
• Work with Senior EA to coordinate multiple on-going conferences and off-site meetings/events and associated travel arrangements (including ad-hoc Board events, Senior Leadership Meetings, Executive Strategy Offsites, etc.)
• Additional calendar management and meeting coordination, including team offsites, for other executives and senior level colleagues as needed
• Other assignments as needed

Requirements

• Bachelor’s degree or equivalent experience required
• Works well in virtual environment
• Proactive self-starter who can solve any calendar challenge at a moment’s notice
• 5+ years of experience in a business role specifically supporting C-Suite Executives
• Excellent presentation, spreadsheet, and document authorship skills
• Exceptional time management skills and calendaring -- experience with scheduling internal and external meetings with C-level stakeholders, investors, and other busy senior people
• Strong written & verbal communication skills - able to deal with highly confidential and sensitive information and communicate effectively with Senior Executives and Influencers
• Positive attitude, appetite for development
• Ability to prioritize effectively in a fast-paced environment and adapt to last minute changes
• Incredible attention to detail and analytical skills
• Ability to pinpoint problems and find creative solutions proactively
• Strong business acumen and judgment; respect for confidentiality
• Experience with booking complex travel arrangements and adjusting them on short notice