Executive Administrative Assistant Specialist
3 days ago
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:
- Calendar Management: Proactively manage complex schedules of senior executives, including scheduling meetings, appointments, and coordinating with internal and external parties.
- Communication Management: Screen and prioritize incoming calls and emails, effectively communicating information to executives while maintaining confidentiality.
- Travel Coordination: Arrange complex domestic and international travel itineraries, including booking flights, accommodations, and ground transportation.
- Document Preparation: Draft, edit, and proofread confidential documents such as presentations, reports, memos, and correspondence.
- Meeting Support: Prepare meeting agendas, gather relevant materials, take detailed minutes, and follow up on action items.
- Project Assistance: Support special projects by managing timelines, gathering research data, and coordinating with cross-functional teams.
- Expense Management: Track and process expense reports, ensuring compliance with company policies.
- Database Management: Maintain accurate and organized electronic files and databases with critical research information.
- 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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