Executive Assistant - Incredible Biotech (Cambridge, MA)

Executive Assistant - Incredible Biotech (Cambridge, MA)

01 May 2024
Massachusetts, Boston 00000 Boston USA

Executive Assistant - Incredible Biotech (Cambridge, MA)

Vacancy expired!

A growing biotech is seeking an Executive Assistant to join their team - come join our amazing company during a time of explosive growth

The Executive Assistant is responsible for performing a wide array of administrative functions, as well as special projects, requiring a high degree of integrity, initiative, and resourcefulness. This position requires an individual with strong organizational and analytical skills, able to balance multiple, competing priorities, and anticipate upcoming needs in a fast-paced environment. Given that daily activities often involve access to sensitive, non-public information, this position necessitates confidentiality, sound judgment, and the ability to prioritize business requirements as priorities change. In this role, the assistant will interface with internal and external parties on behalf of the executives, including but not limited to investors, board of directors, outside counsel, etc.

Key Responsibilities:

Manage complex calendars, scheduling requests, and appointments for the CFO, GC and respective teams. Coordinate various Board Committee meeting dates. Learn and understand related business requirements to support changing priorities.

Handle logistics for internal and external calls, meetings, interviews, department programs, events, and conferences, including invitations, rooms, catering, and materials. Work collaboratively with IR consultant specifically related to logistics and materials for investor conferences and roadshows.

Reviews incoming correspondence, initiates replies as appropriate, brings attention to matters requiring action by the executive or their teams and follows up to ensure completion. Provide a weekly summary of outstanding items for review/response.

Arrange domestic and international travel, including air, hotel, and ground transportation, as well as visa processing, and international invitation letters.

Develop new and modify existing PowerPoint presentations and spreadsheets using appropriate template/branding materials, maintaining electronic and physical files in an orderly and retrievable fashion.

Prepare and reconcile expense reports, manage vendors, review invoices, and follow contract and purchase order procedures to facilitate payment.

Assist with preparation of quarterly budget reviews.

Update department databases, including relevant contact information. Maintain investor database on SharePoint and provide reports as requested.

Ad hoc projects as directed.

Minimum Requirements/Qualifications:

Minimum 5 years’ experience in a C-level executive administrative support capacity.

Associates Degree or equivalent combination of education and experience.

Knowledge of administrative procedures and best practices, proficient with MS Office Suite including Outlook, Word, Excel and PowerPoint.

We are an Equal Opportunity Employer and consider qualified applicants for employment regardless of race, gender, gender identity, gender expression, age, color, religion, disability, veteran status, sexual orientation, or any other protected factor.

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