Job Description: Executive Assistant
Job Title: Executive Assistant
Location: Weston, Florida
Function: Administrative
Reports to: CEO
Job Summary
The Executive Assistant will provide high-level administrative support to the CEO and C-suite. Reporting to the CEO, the Executive Assistant serves as the primary point of contact on all job-related matters pertaining to the Offices of the CEO and C-suite. The Executive Assistant also acts as a liaison to the board of directors, scientific advisory board and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be a self-starter who enjoys working within a fast-paced startup biopharma company that is mission-driven, results-driven and quality oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, planning, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
Essential Duties and Responsibilities
Executive Support
· Completes a broad variety of administrative tasks for the CEO and C-suite including: managing calendars; completing expense reports; composing and preparing presentations and correspondence; arranging travel plans, itineraries, and agendas; and compiling documents for meeting preparations; writing meeting minutes
· Plans, co-ordinates and ensures the CEO and C-suite schedule is accommodated. Acts as the "gatekeeper" and "gateway" for the CEO and C-suite, ensuring optimal access to the CEO and C-suite’s time and offices.
· Communicates directly, and on behalf of the CEO and C-suite, with Board members, investors, staff, and others
· Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO and C-suite, including those of a sensitive or confidential nature. Proposes appropriate course of action, referral, or response
· Provides a bridge for smooth communication between the CEO and C-suite’s offices and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff
· Works closely and effectively with the CEO and C-suite to keep them well informed of upcoming commitments and responsibilities, following up appropriately
· Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the CEO and C-suite, some of which may have organizational impact
· Works efficiently with a hands-on approach, including drafting letters, correspondence, and other tasks that facilitate the CEO and C-suite’s ability to effectively lead the company
· Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
Board Liaison
· Serves as the CEO and C-suite's administrative liaison to Transpire Bio's board of directors and scientific advisory board
· Assists board members with travel arrangements, lodging, and meal planning as needed
· Prepares meeting materials, including minutes and resolutions, to ensure productive meetings
· Maintains discretion and confidentiality in relationships with all board members
· Adheres to compliance with applicable rules and regulations set in by laws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format
Senior Management Liaison
· Participates as an adjunct member of the Executive Team including assisting in scheduling meetings, attending all meetings and taking meeting minutes
· Assists in coordinating the agenda and logistics of senior management team meetings and off-sites, and all staff meetings
· Facilitates cross-divisional coordination of travel and outreach plans
External Relation Liaison
· Ensures that the CEO and C-suite’s bio, Transpire Bio’s introductory slide deck are kept updated and responds to requests for materials regarding the CEO and C-suite and the organization in general
· Edits and completes first drafts for written communications to external stake holders
· Arranges and participates in investor meetings and conferences to keep investors and analysts well-informed about the company's business and pipeline
· Keeps close relationships with both domestic and overseas investors and analysts
· Enhances and updates the information available to investors on the company website
· Assists the public relations contractors with media press releases and interviews.
Qualifications
· Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to details
· Excellent interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and investors
· Demonstrated proactive approaches to problem-solving with strong decision-making capability
· Emotional maturity
· 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
· 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
· Bachelor's degree required
· Five to ten years of experience supporting C-Level Executives, preferably in a publicly listed pharmaceutical company
· Experience in internal and external communications, partnership development, and fund-raising
· Excellent written and oral English communication skills, proficiency in Chinese (Mandarin) a plus
· Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
Job Type: Full-time
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Paid time off
Schedule:
Experience:
- Executive administrative support: 5 years (Preferred)
Work Location: In person