Executive Assistant

MAIN PURPOSE OF JOB

To provide comprehensive administrative support to assigned executive leaders as well as provide operational support for the Gaithersburg, MD location, as required.

KEY RESPONSIBILITIES

Provide end-to-end administrative support, as described below, to assigned executives.

• Act as the point of contact at the Gaithersburg site among executives, employees, clients and other external partners
• Worldwide Travel Arrangements – flights, rail, accommodation, ground transport, Visas, ESTAs, directions etc. Preparation of complete itineraries for designated travelers, manage all credits given to company
• Calendar Management – scheduling internal and external meetings across time zones, including videoconference and dial-in details where necessary in support of the assigned leaders
• Assist with the planning of events, meetings and conferences – liaising where necessary with external providers
• Process expenses, enter POs and enter monthly Timesheets (NetSuite and SVB), as needed
• Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed
• Manage information flow in a timely and accurate manner
• Create business cards, manage fobs and parking passes and submit credit card forms
• Schedule on-boarding 1:1 meet and greets with appropriate senior leaders
• Assist with investor relations; as example schedule investor meetings; update banking and investor excel spreadsheet; record if CDA is complete and save investor contacts in shared file
• Schedule interviews as needed, for assigned leaders and provide evaluation feedback when needed
• Format information for internal and external communication – memos, emails, presentations, reports
• Take minutes during meetings when needed
• Create and maintain selected SharePoint sites in support of assigned leaders
• Manage all aspects of the Gaithersburg office services. Evaluate and assist in developing site office policies and procedures for improved workflow and anticipate future needs as organization grows.
• Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation the Gaithersburg office.
• Act as the Gaithersburg office manager by keeping up with office supply inventory
• Provide event management support for functions as requested based on bandwidth relative to needs of assigned leaders
• Provide hospitality to all guests and help to create a welcoming environment at the Gaithersburg office
• Answer main phone line and respond to inquiries
• Process and distribute daily mail at the Gaithersburg office
• Invest in building long-lasting relationships both externally and internally
• Manage cash reimbursements, checks and bank reconciliation
• Other projects/duties as assigned for the overall benefit of the organization
• Back up assistant to CEO when needed
• As requested, develop with senior leaders’ routine reports and manage regular updates.
• Request prioritization of assignments and work to resolve when conflicting request are made with same priority.
• Perform other duties as required

EXPERIENCE & KNOWLEDGE

• Advanced computer skills, particularly Microsoft Office (i.e. Word, Outlook, PowerPoint and Excel) required
• Previous experience with high level executive support required
• Able to manage multiple tasks and work to agreed deadlines in a fast-paced environment and with minimal supervision
• Worked both as part of a team and independently
• Discreet handling of confidential documents and other information
• Knowledge of office administrative practices and procedures

EDUCATION & QUALIFICATIONS

• High school diploma or equivalent. Bachelor’s degree a plus.
• 5+ years’ experience as administrative assistant or related function.
• Pharmaceutical experience preferred.