Executive Assistant

Description

The Executive Assistant will provide comprehensive support to BioMADE’s CEO, COO, and Chief of Staff. The Executive Assistant (EA) is a critical member of the Executive support staff and is responsible for managing the administrative and operational needs of the assigned executives. The EA must be comfortable crafting professional communication for a variety of audiences, triaging and executing tasks in an environment with dynamic priorities, and appropriately handling sensitive and confidential information. The EA will be managing the calendar and travel for the assigned executives, handling confidential documents, writing correspondence, interacting with senior level contacts at external organizations and the federal government while coordinating cross-functional teams across multiple time-zones.

Essential Duties and Responsibilities

• Complete a broad variety of tasks in support of assigned executives including tracking and supporting their engagement in internal and external projects and activities, prioritizing, and triaging inbound requests and correspondence, including sensitive government documents, and liaising with external stakeholders as first point of contact.
• Assist with a variety of daily administrative tasks that include but are not limited to managing an active and dynamic calendar; arranging complex and detailed travel itineraries and agendas; preparing briefing documents for meetings; finalizing and publishing presentations; drafting correspondence including email; entering data and managing file organization in internal systems; interacting with corporate executives, senior government leaders, and members of BioMADE’s Board of Directors; and assisting with managing invoices and expenses.
• Conduct data analysis to support business decisions including for budget management, labor analysis, financial reports, and other business requirements.
• Manage the flow of paper for review and decision by executives; prepare briefing books and review packets with contributions across BioMADE. Actively manage dashboards and other information-rich resources.
• Discretely handle confidential projects and communications.
• Communicate directly, and on behalf of assigned executives, with the broad range of individuals and groups on matters related to BioMADE initiatives and activities.
• Work closely and effectively with the CEO, COO, and Chief of Staff to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Optimize executives’ time. Prioritize conflicting requests for executives’ time, handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
• Provide back up for other executives’ EAs.
• Other duties as assigned.

Requirements

• 10+ years of experience as an Executive Assistant, including at least five years supporting senior and/or c-level executives.
• Demonstrated ability to work independently on multiple complex assignments, establish priorities with minimal direction, develop own work methods and procedures, use initiative, discretion, and judgment, and make decisions within scope of work.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Experience handling sensitive and confidential information with discretion.
• Strong verbal and written communication skills, including a willingness to provide professional writing samples from past support roles.
• Must possess advanced (superuser) skills with Microsoft Office applications: Outlook, PowerPoint, Word, and Excel. Experience using Salesforce, DocuSign, and other platform services a plus.
• Emotional maturity and ability to stay "above the fray” in a professional setting, maintain confidence at a high level, and act as a role model to other staff.
• Demonstrate an interest in learning more about BioMADE’s work.

Summary

BioMADE is a public-private partnership at the forefront of the exciting bioindustrial manufacturing industry. Bioindustrial manufacturing is transforming how we make products in the U.S. – from chemicals to materials to food and more. Working with our network of nearly 300 leading industry, academic, and nonprofit members, BioMADE is securing America’s future through bioindustrial manufacturing innovation, education, and collaboration.

By harnessing the power of biology, BioMADE and its members are creating more robust and resilient supply chains, making the U.S. more self-sufficient, re-shoring manufacturing jobs, and producing more environmentally sustainable products without relying on traditional petroleum sources. BioMADE is also building a diverse and globally competitive STEM workforce to ensure American workers are prepared and ready to fill new jobs within this rapidly growing industry. National interest and momentum for bioindustrial manufacturing is at an all-time high. Join this dynamic, growing organization to make a difference in the future of bioindustrial manufacturing

BioMADE recognizes the value of diversity in the scientific endeavor. We nurture merit, talent, and achievement by supporting equal opportunity and encouraging diversity and welcome people of all backgrounds and beliefs to join us in our mission to enable domestic bioindustrial manufacturing at all scales. Research indicates that individuals who identify as male tend to apply for jobs when they meet just 60% of the criteria, while individuals who identify as female and individuals from marginalized groups only apply if they are a 100% match. If you are passionate about mission-driven organizations and believe that you have what it takes to be successful in this role, even if you do not meet all the qualifications, please apply. We appreciate the opportunity to consider your application.

BioMADE offers competitive salaries commensurate with experience, an annual bonus plan, and a comprehensive benefits package which includes 100% employer-paid medical, dental, and vision insurance for employees and a generous contribution toward dependent coverage, short- and long-term disability insurance, basic and supplemental life insurance, flexible spending plan, a robust 401(k) retirement plan with a dollar-for-dollar up to 6% match, accrued Paid Time Off, and a generous holiday calendar. We also offer a hybrid work environment for many positions, casual dress, free parking, internet and cell phone stipend, and continuing skillset development opportunities.

Export Control Disclaimer

This position will involve access to hardware, commodities, and technical information subject to the Export Administration Regulations or International Traffic in Arms Regulations. Accordingly, any hiring decision might depend in part on the BioMADE's ability to obtain or rely on federal government authorization as required, if you are not a U.S. citizen, lawful permanent resident of the U.S., asylee, refugee, or other qualifying protected individual as defined by 8 U.S.C. 1324b(a)(3).

EOE Statement

BioMADE is an equal opportunity employer to all and makes hiring and employment decisions without regard to age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation or any other characteristic protected by applicable federal, state, or local law.