Exact Sciences - Madison, WI
posted 3 months ago
Help us change lives! At Exact Sciences, we're helping change how the world prevents, detects, and guides treatment for cancer. We give patients and clinicians the clarity needed to make confident decisions when they matter most. Join our team to find a purpose-driven career, an inclusive culture, and robust benefits to support your life while you're working to help others. The Executive Assistant is responsible for a variety of duties and responsibilities in support of executive leadership at Exact Sciences. This position provides technical and administrative support related to a variety of areas, including managing executive calendars, compiling and analyzing data, coordinating events and meeting logistics, functional budget processes and expense reconciliation, managing team resources and supplies, and serving as a coordination point for team documentation, meeting notes, and archives. This is a customer-facing position within the team and across the business and requires the need to manage concurrent activities and interact with individuals at all levels of the organization. Given the nature of the function, strong integrity and the ability to maintain confidentiality is key to the success of the position. This position interfaces with senior leaders, directors, managers, and visitors to gather and exchange information. This position will be based in Madison, with an on-site office presence required 90% of the time. Essential Duties include but are not limited to the following: Executive support: manage the day-to-day calendar for executive leadership; assuming central coordination for internal and external requests and proactively managing cadence for standing meetings (one-on-ones, team meetings, etc.); managing expense reconciliation, travel arrangements, and other tasks. Drive effective record-keeping through management of an efficient communication and organizational system and note-taking to include managing a document-sharing platform and driving the effective use of such tool. Assist with processes related to invoicing and budget reconciliation for the leader including management of purchase requisition requests, contract reviews through the legal function, invoice reconciliation, and ongoing, functional budget analysis. Draft correspondence and presentations, which may be typed from notes, edits, photocopies, faxes, and/or files, and may be of a confidential nature. May prepare presentation materials for meetings. Provide assistance for internal and external events, which may include venue contracting, food and beverage coordination, entertainment, and attendance tracking. Collaborate with leaders and assistants from multiple functions internally, and with partners externally to effectively manage availability and capacity of the leader. Support team communication efforts by authoring or editing team or company-wide communications. Excellent verbal and written communication skills, as demonstrated by work samples. Adaptable, open to change, and able to work in ambiguous situations and respond to new information and unexpected circumstances. Strong interpersonal and teamwork skills including the ability to easily convey concepts and priorities, as well as the ability to solicit feedback and inputs. Uphold company mission and values through accountability, innovation, integrity, quality, and teamwork. Support and comply with the company's Quality Management System policies and procedures. Regular and reliable attendance. Ability to work nights and/or weekends as needed. Ability to lift up to 40 pounds for approximately up to 5% of a typical working day. Ability to work on a mobile device, tablet, or in front of a computer screen and/or perform typing for approximately 90% of a typical working day. Ability and means to travel between Madison locations. Ability to travel 10% of working time away from work location, may include overnight/weekend travel.