Executive Assistant II, Institute of Science

About the position

Reporting directly to the SVP, the Executive Assistant provides executive support in a one-on-one working relationship. They will serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Offices of the SVP / Head. The Executive Assistant also serves as a liaison to senior management teams; organizes and coordinates executive outreach and external relations correspondence as needed; and oversees special projects. The Executive Assistant must have strong professional presence and a proactive mindset, and possess the ability to interact effectively with senior level leaders and represent Altos accurately and positively internally and externally. We seek a creative individual who enjoys working within a fast-paced, entrepreneurial environment that is mission-driven and collaboratively oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with high level of discretion.

Responsibilities

• Completes a broad variety of administrative tasks for the SVP including: managing an extremely active calendar of appointments and at times, complex meetings; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for internal and external meetings
• Plans, coordinates, and ensures the SVP's schedule is followed and managed. Provides 'gatekeeper' and 'gateway' role, creating win-win situations for direct access to the SVP's time and office
• Communicates directly, and on behalf of the SVP, with the Executive Team, Board members, and others on business matters as directed.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the SVP, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the SVP's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the SVP and Chief of Staff to keep them well-informed of upcoming commitments and responsibilities, following up appropriately. Acts as a 'barometer,' having a sense for the issues taking place in the company environment and keeping them updated.
• Contributes in building and supporting company culture, working professionally with internal and external stakeholders.
• Provides leadership to build relationships across the executive administrative function crucial to the success of the organization, and manages a variety of special projects for the SVP, some of which may have organizational impact.
• Collaborates with the broader administrative team to plan company events and contribute to culture across the company.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the executive'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.
• Partners closely with the SVP's Chief of Staff to align on the SVP's priorities and delegation to ensure operations are streamlined.
• Assists in coordinating the agenda of executive and some senior management team meetings and offsites, and all-staff meetings.
• Assists in coordinating travel, events, and expense reports for the SVP's lab and makes contributions to building culture amongst the scientists.
• Ensures that the SVP's bio and other key professional information is kept updated and responds to requests for materials regarding the CMO and the organization in general.
• Supports the cultivation of ongoing relationships across the company.

Requirements

• Bachelor's degree desired.
• Strong work tenure: five to 10 years of experience supporting C-Level Executives.
• Experience and interest in biotechnology and science strong experience developing internal and external communications and partnership development.
• Proficient in Google apps, Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, and external partners.
• Expert level written and verbal communication skills.
• 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. Possesses a customer service approach to all interactions.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Forward-looking thinker, who actively seeks opportunities and proposes innovative solutions and tools to be efficient and successful in the role.
• Ideally enjoys working and contributing towards culture activities to create positive employee experiences.
• Travel required including global as needed.

Benefits

• Salary range for Executive Assistant I: $110,500 - $149,500
• Salary range for Executive Assistant II: $136,850 - $185,150
• Exact compensation may vary based on skills, experience, and location.