Executive Assistant, Quality Regulatory and Medical Writing

About the Role

Under general guidance, provides administrative support to executive officers. Assumes responsibility for a definable portion of projects, administrative work and/or process primarily supporting an assigned executive officer, and as needed, other executive officers of the company. Requires thorough knowledge of company operations, policies and procedures. Handles details of a highly confidential and critical nature. Collects and prepares information for use in discussions/meetings of executive staff and outside individuals. May prepare presentation materials for board of director meetings. Makes high-level contacts of a sensitive nature inside and outside the company.

Your Contributions (include, but are not limited to)

• Provides complex, diverse and confidential administrative duties for assigned executive officer or as needed for other executive officers or the department to ensure smooth running of the department
• Makes administrative decisions, handles correspondence, makes appointments and serves as a liaison internally to the team and externally to visitors, as required
• Screens executives' visitors, phone calls, emails, or physical mail
• Maintains calendars, schedules meetings, sends Outlook calendar appointments, reserves conference rooms, and coordinates logistics for meetings, including audio/visual needs, agendas, presentations, and food and beverage catering
• Arranges key meetings with advisory boards, Key Opinion Leaders (KOLs)
• Takes, transcribes, and distributes notes or minutes
• Handles business, company, and personnel details of a highly confidential and sensitive nature
• Collects and prepares information for use in discussions and meetings with staff and outside individuals as well as department team
• Coordinates, creates, edits and assembles slides for presentations and assists with collecting and effectively presenting executive-level information
• Arranges company, department and group meetings (e.g., weekly Leadership Team meetings, staff meetings, periodic off-sites) ensuring all necessary information is available for discussion; helps track department level projects, activities and results
• Coordinates domestic and/or travel arrangements
• Compiles expense receipts, and completes and submits reports for expense reimbursements and credit card charge processing/validation to the accounting department
• Orders and coordinates lunches for team meetings
• Anticipates needs of executives and proactively plans, implements, and executes daily tasks
• May support field-based teams, where communications are often via email and phone
• Performs all other related job duties as assigned or requested by executives of the company

Requirements

• High School Diploma / Associates degree AND 4+ years administrative experience supporting C executives in a biotech/life science, pharmaceutical or related industry required
• Requires experience with calendar management, project meeting and event planning and execution, preparation of executive level presentations, travel and expense report administration
• Or equivalent experience, training, and/or certification
• OR Requires a professional certification or equivalent experience in working with senior-level executives within and outside the company, customers, vendors, visitors and other dignitaries AND developing specialized skills through job-related training and on-the-job experience
• Applies relevant skills and substantial understanding in a range of processes, procedures and systems to carry out assignments
• Strong written and verbal communication skills
• Ability to perform various tasks simultaneously, while maintaining a professional and composed demeanor
• Highly proficient computer skills, including Microsoft Office programs and an expert in PowerPoint
• Adaptability to changing needs and situations
• Ability to exercise judgment within generally defined practices and policies in selecting methods and techniques for obtaining solutions
• Ability to learn technical, scientific and medical information as needed
• Ability to make sound decisions and to work independently, in addition to being a proactive problem solver
• Must be able to perform under pressure in a high paced environment where accuracy is essential
• Must be able to work with all levels within the company in support of interdepartmental teams
• Ability to demonstrate a professional demeanor
• Ability to exercise discretion and judgment regarding highly confidential internal and external communications and materials
• Extreme attention to detail/accuracy and ability to work independently on a broad variety of projects
• Excellent interpersonal and organizational abilities
• Ability to anticipate, identify, and resolve problems in a timely manner
• Ability to research, analyze, summarize, and report information in an effective manner
• In depth knowledge of company operations required