Executive Assistant

Avidity Biosciences - San Diego, CA

Full-time - Mid Level

San Diego, CA

Professional, Scientific, and Technical Services

About the position

The Executive Assistant will work directly with high-level executives within the Technical Development & Operations (TD&O), Supply Chain, and CMC Program Management Teams at Avidity Biosciences. This pivotal role requires a proactive and solution-oriented individual who can manage multiple administrative duties effectively. The Executive Assistant will be responsible for prioritizing and directing incoming business matters in a timely and efficient manner, coordinating daily schedules, meetings, agendas, and presentations for multiple members of the CMC Leadership team. This role demands strong leadership skills and the ability to think on your feet, as the Executive Assistant must assess situations quickly, find solutions, and take decisive action, often under pressure of deadlines and unpredictable workloads. In addition to managing complex calendars and travel schedules (both domestic and international), the Executive Assistant will coordinate team schedules, travel arrangements, meeting logistics, onsite lunches, and group events as required. The role also involves preparing and producing various routine and ad-hoc reports, ensuring they are distributed to all required individuals. The Executive Assistant will facilitate governance, group, and departmental meetings, including managing attendance, agendas, meeting materials, and minutes. Furthermore, the position requires creating documents and presentations as needed and managing projects as assigned. The Executive Assistant will also provide lunch coverage and back-up support to the Front Office Coordinator and work collaboratively with other Executive and Administrative Assistants.

Responsibilities

• Prioritize and direct incoming business matters in a timely and efficient manner.
• Coordinate daily schedules, meetings, agendas, and presentations for multiple members of the CMC Leadership team.
• Provide support in meeting activities such as organizing and planning meetings and providing meeting minutes.
• Independently manage complex calendar & travel schedules (domestic and international).
• Coordinate team schedules, travel arrangements, meeting logistics, onsite lunches, and group events as required.
• Prepare and produce various routine and ad-hoc reports of a standard to complex nature as assigned.
• Ensure reports are distributed to all required individuals.
• Facilitate governance, group, and departmental meetings (attendance, agenda, meeting materials, minutes).
• Create documents and presentations as required and complete and manage projects as assigned.
• Provide lunch coverage and back-up support to the Front Office Coordinator.
• Work collaboratively with other Executive and Administrative Assistants.

Requirements

• More than 5 years' experience as an Executive Assistant supporting executive-level management.
• Preference to candidates with a bachelor's degree in business (or equivalent).
• Experience working with senior-level managers, exercising professionalism & discretion.
• Outstanding communication, organizational, and interpersonal skills; strong customer service.
• Strong organizational skills with the ability to multi-task and meet deadlines.
• Attention to detail and great problem-solving skills.
• Ability to prioritize tasks and manage time effectively.
• Proactively manage tasks and workloads; flexible, able to adapt/adjust with short notice.
• Capable of making good judgments, anticipating needs, and the ability to work independently.
• Maintain positive, professional relationships with personnel at all levels of the organization.
• Expert knowledge and proficiency with Smartsheet, Microsoft Outlook, Zoom, Word, Excel, PowerPoint, and MS Project preferred.

Benefits

• Competitive compensation and benefits including annual and spot bonuses, stock options, RSUs, and a 401(k) with an employer match.
• Comprehensive wellness program including coverage for medical, dental, vision, and LTD.
• Four weeks of time off.
• Commitment to learning and development with various programming internally developed and opportunities for job-specific training.
• Education reimbursement program.