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Executive Assistant

4 months ago

Norfolk, United States ReAlta Life Sciences Full time

We are seeking an Executive Assistant to provide administrative, logístical, and planning support for the Chief Executive Officer (CEO) and other members of the ReAlta executive management team.

The Executive Assistant must be creative and enjoy working within an entrepreneurial environment that is mission-driven, results-driven, and team oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

The Executive Assistant reports administratively to the Chief Financial Officer and will receive management direction from the CEO and other executives as assigned on specific projects. The position is based in the company’s Norfolk office, with flexibility to work remotely up to 40% of the time on a regular basis.

**Roles and Responsibilities**
- Completes a broad variety of administrative tasks for the CEO and other members of the ReAlta executive management team, including managing an extremely active calendar of appointments with a wide range of internal and external contacts; completing expense reports; composing and preparing confidential correspondence; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for key meetings.
- Plans, coordinates and ensures the CEO's schedule is followed and respected. Functions in a "gatekeeper" and "gateway" role, reflecting the CEO’s priorities and creating win-win situations for direct access to the CEO's time and office.
- Work closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
- Aggregates information from public resources (including public websites, LinkedIn profiles, etc.) to profile organizations and individuals in advance of introductory meetings.
- Plan and manage travel and logistics around internal management team meetings. Attend monthly management team meetings to coordinate presentations and take meeting notes.
- Coordinate meeting planning, catering and other logistics for company-wide town hall meetings, after hours social events, and other large meetings.
- Prioritize conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
- In collaboration with other members of the administrative team, manage access to building main entrance for visitors, deliveries and/or contractors. Oversee main entrance coverage calendar.
- Assist with on-site related onboarding tasks, including preparing and distributing necessary equipment to ensure smooth process for new hires.

**Qualifications**
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, executive team, investors, and business partners
- Expert level written and verbal communication skills
- Demonstrated proactive approaches to problem-solving with strong decision-making capability
- Emotional maturity and ability to exercise good judgment in a variety of situations.
- Highly resourceful team-player, with the ability to also be extremely effective independently
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and responses.
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
- Forward looking thinker, who actively seeks opportunities and proposes solutions

**Education and Experience Requirements**
- Authorized to work in the U.S.
- Bachelor's degree required
- Minimum of 5 years of experience supporting C-Level Executives, preferably in a high growth environment
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.

Pay: $55,000.00 - $70,000.00 per year

**Benefits**:

- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible schedule
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance

Schedule:

- Monday to Friday

**Experience**:

- Executive administrative support: 4 years (preferred)

Work Location: Hybrid remote in Norfolk, VA 23502