Executive Assistant to C-Level Executive

Full-time - Senior

New York City, NY

Administrative and Support Services

About the position

Our client, a life sciences company in NYC, is seeking an Executive Assistant to provide administrative support to a C-Level Executive in a one-on-one working relationship. Ideal candidates will have strong organizational and communications skills. This position will communicate with the leader and other executives, both internal and external, daily and will require the appropriate verbal and written communications skills.

Responsibilities

• Schedule internal and external meetings; adjust and prioritize last-minute changes including logistics such as conference rooms, events, and catering
• Manage day-to-day schedule; ensure that they are well prepared for meetings and maintains list of follow up action items
• Coordinate and organize senior meetings, including but not limited to material preparation and distribution, and logistics.
• Arrange domestic/international travel, including developing detailed agendas, managing any visa requirements, and addressing other travel/logistics related requirements as needed.
• Manage telephone coverage as needed, including responding to inquiries, routing calls, and taking detailed messages.
• Manage other miscellaneous administrative activities including technology requests, preparing copies, managing supplies, coordinating equipment needs, reviewing/distributing incoming mail, and maintaining a fully functioning work area for the team.
• Provide back-up coverage for admin colleague(s) during planned or unplanned absences from the office
• Plan all logistics for quarterly Board of Directors meetings, which includes ordering catering, greeting Board members, coordinating all lodging and reservations, sending out calendar invites, and ensuring the conference room is all set.
• Respond to all emails and requests immediately and be available to quickly handle business.

Requirements

• At least 10 years of administrative experience, supporting C-Suite Executives
• Fluent in MS Outlook, Word, PowerPoint, and Excel
• Effective interpersonal skills and adaptable
• Superior oral and written communication skills, including excellent telephone etiquette
• Resilient and flexible to adapt to changing and competing priorities in a deadline driven environment
• Extremely well organized with exceptional time-management skills and a meticulous attention to detail
• Demonstrated high level of integrity, confidentiality, and trustworthiness especially as it relates to sensitive and confidential information

Nice-to-haves

• College degree is a plus
• Experience working in the biotech or life sciences industry is a plus