Executive Assistant, Life Sciences

4 weeks ago

New York, United States Empire State Full time
Job DescriptionJob Description

*Applicants MUST submit a cover letter with resume to be considered.

*Position expected to work onsite and hybrid consistent with New York State.

BASIC FUNCTION:

To provide administrative and operational support to the SVP and department staff to facilitate efficient and effective operation of the department. The dynamic nature of this role requires the ideal candidate to take initiative and be proactive, must be able to multitask, thrive in a fast-paced environment while exhibiting sound judgement with the ability to prioritize and make decisions, have exemplary time management skills with the ability to identify and anticipate the needs primarily of the SVP, as well as other staff The Executive Assistant must have a polite and professional demeanor at all times, as s/he will need to interact with a broad range of individuals including executive members of ESD, members of the Board of Directors, and other senior leaders within the broader life sciences industry.


WORK PERFORMED:

  • Work directly with the SVP to support all aspects of her daily work routine, including:
  1. Keeping the SVP advised of time-sensitive and priority issues and ensuring appropriate follow-ups
  2. Maintaining the SVP’s calendar and exercising discretion in committing time and evaluating needs
  3. Ensuring the SVP and all meeting participants are provided with all materials needed for meetings, calls, etc.
  • Schedule and handle all meetings for senior staff, assist in the preparation and distribution of meeting agendas and materials, attend to logistics of meetings, and ensure all necessary materials are available prior to meeting.
  • Prepare staff meeting agendas, attend meetings; prepare drafts of minutes and summaries.
  • Handle document preparation by conducting research, drafting reports, and compiling feedback for revisions upon request.
  • Handle printing, mail/overnight packages, copying, filing, and email/messages.
  • Create, organize, and maintain shared project folders, master contacts list, and send reminders to meet ESD Board and other upcoming major deadlines.
  • Manage the Life Science inbox and other project-specific inboxes.
  • Manage senior staff travel logistics and activities, including accommodations, transportation, meals, expense reports, payment authorizations, etc.; secure necessary approvals following ESD’s travel policy.
  • Organize and plan events, both internal and off-site.
  • Organize and maintain external distribution lists.
  • Routinely perform a wide variety of support duties.

MINIMUM REQUIREMENTS:

Education Level Required: bachelor’s degree.

Equivalent Experience: Three to five years of administrative experience supporting executive management.

Skills Required:

  • Strong written and oral communication skills.
  • Must be able to identify, anticipate and prepare for the SVP and senior staff needs.
  • Ability to manage work proactively, efficiently and effectively, and with tenacity.
  • Must be detail oriented and highly organized with strong follow-up skills.
  • Must be able to take initiative, work well collaboratively and independently with excellent time-management skills.
  • Must be able to quickly adapt to changes.
  • Must be unafraid of challenges.
  • Highly proficient with Outlook, Excel, PowerPoint and Word, as well as with PeopleSoft, CRM tools, and any other software programs that may be utilized.
  • Must have great interpersonal skills.

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