Executive Administrative Assistant Specialist

3 days ago


Spring Lake, Michigan, United States Northern Biomedical Research Inc Full time
Job Title: Executive Administrative Assistant Specialist

We are seeking an experienced and skilled Executive Administrative Assistant to join our team at Northern Biomedical Research Inc. The successful candidate will be responsible for providing high-level administrative support to senior executives, managing complex calendars, coordinating travel arrangements, preparing confidential documents, and facilitating communication with internal and external stakeholders.

About the Role:
  • The ideal candidate will have a minimum of 7+ years of experience as an administrative assistant, with at least 2+ years supporting an executive team and/or C-suite leader.
  • They will possess expert proficiency in calendar management, scheduling meetings, managing complex itineraries, and coordinating internal and external communications.
  • Additionally, they will have experience with document management systems and electronic filing.

Responsibilities:
  1. Calendar Management: Proactively manage complex schedules of senior executives, including scheduling meetings, appointments, and coordinating with internal and external parties.
  2. Communication Management: Screen and prioritize incoming calls and emails, effectively communicating information to executives while maintaining confidentiality.
  3. Travel Coordination: Arrange complex domestic and international travel itineraries, including booking flights, accommodations, and ground transportation.
  4. Document Preparation: Draft, edit, and proofread confidential documents such as presentations, reports, memos, and correspondence.
  5. Meeting Support: Prepare meeting agendas, gather relevant materials, take detailed minutes, and follow up on action items.
  6. Project Assistance: Support special projects by managing timelines, gathering research data, and coordinating with cross-functional teams.
  7. Expense Management: Track and process expense reports, ensuring compliance with company policies.
  8. Database Management: Maintain accurate and organized electronic files and databases with critical research information.
  9. Life Science Knowledge: Basic understanding of life science research concepts, including clinical trials, regulatory procedures, and scientific terminology.

Requirements:
  • A minimum of 7+ years of administrative assistant experience, with at least 2+ years supporting an executive team and/or C-suite leader.
  • Administrative Expertise: Expert proficiency in calendar management, scheduling meetings, managing complex itineraries, and coordinating internal and external communications.
  • Life Science Knowledge: Basic understanding of scientific terminology, research protocols, and regulatory compliance within the life sciences industry.
  • Communication Skills: Excellent verbal and written communication skills to interact with internal and external stakeholders.
  • Confidentiality and Discretion: High level of integrity and ability to handle sensitive information related to research projects, clinical trials, and intellectual property.


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