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Executive Assistant

2 months ago

Cambridge, United States Planet Professional Full time

Executive Assistant

Contract

Start ASAP

7+ months

Process: multiple video interviews

Industry: Biotech, public company, about 2000 employees, company growing, has products on the market, supports multiple VP's

Location: Cambridge, MA 02142

WFH Situation: Hybrid (3 days onsite - usually Tue-Thur)

Background check: yes + drug screen

Vaccinated: yes + boosted

Why open: Contract.

Must haves:

-3+ years of supporting high-level executives

-Calendar management

-Strong written and verbal communication skills

-MS Office (Outlook, Excel, Word & PowerPoint)

-Vaccinated for Covid

Preferred:

-Bachelor degree strongly preferred

-Biopharma/biotech industry

-Concur

Job Description:

We are looking for a dynamic Executive Assistant to provide consistent, detailed support to members of the TOQ organization, including some VP level managers and their teams. This role is considered hybrid; with a minimum of 3 days in the office.


Key Responsibilities:

  • Heavy focus on calendar management, including but not limited to daily/weekly/monthly meetings and multi-level meetings with many attendees/locations/time zones
  • Expense management through Concur system
  • Arrange travel, including air, hotel & transportation as well as occasional work-related events, large meetings.
  • Request creation of new vendors and create purchase order requests
  • Prepare materials for meetings, presentations and special projects
  • Appropriately manage information of a highly confidential and critical nature
  • Coordinate logistics for meetings and company sponsored events, including ordering food, inputting facilities requests and managing attendees
  • Work closely with other executive assistants to make sure department needs are met
  • Provide back-up support to other TOQ assistants, as needed
  • Work cross-functionally on day to day business to keep operation running smoothly


Qualifications:

  • Bachelor’s Degree and 3+ years of experience OR Associates and 5+ years of experience OR GED equivalent and 7+ years of experience
  • Must have excellent organizational, verbal and written communication skills.
  • Knowledge of MS Office applications including PowerPoint, Excel and Word required.
  • This candidate must be a proven team player and a detail-oriented individual who possesses strong organizational skills with the ability to prioritize work load.
  • He/she must be able to exercise good judgment; work independently but also take instruction; communicate effectively and professionally; meet deadlines and work within a variety of situations in a growing, fast-paced organization.


Additional skills needed for this role include:

  • High integrity and demonstrated ability to treat confidential information with great discretion.
  • A proven, collaborative team player with initiative and enthusiasm for taking on new challenges in a rapidly evolving industry
  • Ability to execute under tight deadlines with changing priorities
  • Exercise good judgment and is solution-oriented across a variety of situations in a growing, fast-paced organization.

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