Executive Assistant
2 months ago
At Armata Pharmaceuticals, we have built a challenging and dynamic work environment that values talent, initiative, collaboration and commitment.
We are seeking passionate and dedicated individuals eager to join our scientific team to develop the next-generation of antimicrobial therapies based on harnessing the power of bacteriophage through synthetic biology.
Armata Pharmaceuticals is an equal opportunity employer. We recognize the importance of a diverse employee population and encourage applicants with various backgrounds and experiences. All qualified applicants will be considered for employment and will not be discriminated against on the basis of race; color; religion; genetic information; national origin; gender; sexual orientation; pregnancy, childbirth, or related medical conditions; familial status; age; disability; military or veteran status; or any other protected class under federal, state, or local law.
**Executive Assistant**:
**About this Position**:
The Executive Assistant provides administrative support to the CEO, senior Vice President, coordinating schedules, facilitating communication between the executive leadership team. This role also includes handling travel arrangements, organizing meetings, maintaining confidentiality, and upholding the organization's values. Exceptional organizational skills, attention to detail, and the ability to handle sensitive information with professionalism are essential.
**Job description and technical requirements**:
- Make travel arrangements, including booking flights, cars, and hotel and restaurant reservations for the CEO and occasionally for Vice Presidents, considering all logístical details.
- Plan events such as board meetings, luncheons, and employee gatherings with mínimal direction, including coordinating board meeting schedules and ensuring the CEO has adequate preparation time.
- Maintain an electronic filing system for corporate contracts.
- Act as the point of contact between executives and others, facilitating clear and effective communication between the CEO, Vice Presidents, and leadership team.
- Greet visitors and vendors.
- Receives packages and coordinates outgoing shipments
- Provides badge access to employees and necessary vendors
- Manages incoming phone calls and routes them to appropriate personnel
- Prepare expense reports and credit card reconciliations.
- Monitor and replenish office supplies.
- Collaborate with the Manufacturing and Facilities team to maintain office conditions and manage service vendors.
- Assist the HR department with onboarding and offboarding of employees, including partnering with IT (Nexustek) to set up new laptops and disable laptops.
- Provide administrative support to functional leaders, such as the VP of operations and SVP of business development, including ensuring coordination and alignment in program execution related to board interactions.
- Organize both internal and external meetings, ensuring all necessary logistics are in place
- Handle confidential and sensitive information with the highest level of discretion and professionalism.
- Maintain a high standard of integrity in all communications and interactions, ensuring that all interactions align with the organization's values and guidelines.
**Qualifications and Experience**:
- Associates or Bachelor's degree, preferably with business emphasis
- 3-5 years administrative experience, including executive support
- Proficient to Advanced level in MS Office (Outlook, Word, PowerPoint and Excel)
- High degree of accuracy and attention to detail
- Ability to process and follow-up on urgent and time-sensitive items in order to meet assigned deadlines
- Ability to handle highly sensitive material and information with discretion and confidentiality
- Ability to operate independently with mínimal daily direction from manager to accomplish objectives
- Excellent communication, organization and interpersonal skills
- Ability to work cooperatively and collaboratively with all levels of employees, management and external parties to maximize performance and problem solving
**Working Conditions**:
- Able for full-time work in an office environment
- Able to use standard computer, telephone and related equipment for communication, correspondence, and recordkeeping
- Able to occasionally provide on-call availability and responsiveness during non-business hours
- Able to lift and/or move up to 20 pounds.
**About Armata Pharmaceuticals, Inc.**
**Pay**: $75,000.00 - $85,000.00 - per year
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