Executive Assistant
Summary
We are looking for a highly motivated individual to join our team as the Executive Assistant to work with our Chief Financial Officer and Chief Business Officer in order to provide high-level, confidential administrative and project support.
The Executive Assistant will provide support for our CFO and CBO in all administrative activities and help drive efficiency in their work by anticipating their needs and staying a few steps ahead. The person in this role must be an adept self-starter with the ability to thrive in a rapidly changing, fast paced and driven environment. This position requires a high degree of professionalism, strong organization and communication skills and the ability to instill confidence in and work well with a wide variety of people. The Executive Assistant must maintain a high level of discretion and handle confidential information appropriately.
Principal Responsibilities
Executive Support & Organization
- Completes a broad variety of administrative tasks for the CFO & CBO including managing an extremely active calendar of appointments. Able to prioritize demands on time between internal meetings, meetings with board members and investors, speaking engagements, conference attendance and other activities. Proactive in triaging scheduling constraints and providing creative solutions for how to solve them
- Arranging complex and detailed travel plans and ensuring travel itineraries are clear, organized, and well thought out
- Arranging for document signatures, completing expense reports, processing mail and shipping requests
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
- Keeps CFO & CBO well informed of upcoming commitments and responsibilities, following up appropriately
- Provides support and oversight of special projects as assigned
Communication and Confidential Information
- Communicates directly, and on behalf of the CFO & CBO with employees, board members and other external stakeholders
- Composes and prepares original and routine correspondence that is sometimes confidential
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CFO & CBO. Determines appropriate course of action, referral, or response
Senior Staff Liaison and Leadership Meeting Management
- Schedule and distribute agendas for Executive and Senior Staff meetings
- Attend meetings, take, and then distribute organized notes including key take-a-ways and action items
- Maintain credibility, trust, and support with senior management staff
Investor Relations / Public Company Support
- Liaise with external investor relations firm on all administrative aspects of investor-related activities, including scheduling 1:1 investor and analyst calls and meetings at investor conferences, as well as overall IR calendar
- Support scheduling and administrative aspects of
- Quarterly earnings calls
- Financing and non-deal roadshows
- The annual stockholders meeting, and
- SEC filings and signatures in partnership with the Finance and Legal teams
Board Support and Liaison
- Serves as the administrative liaison to board of directors on behalf of the CFO
- Distributes documents in advance of meetings
- Routes documents for signature and ensures timely completion
- Maintains discretion and confidentiality in relationships with all board members
Requirements
- Bachelor’s degree or equivalent experience
- 7+ years of relevant administrative experience with experience at working for executive leaders
- Ability to juggle multiple tasks at once, prioritize, problem solve and meet deadlines in a fast-paced environment
- Strong interpersonal skills: ability to build relationships and interact with all stakeholders, including staff, board members, investors, and external partners with professionalism and integrity
- Models emotional awareness, discretion and integrity with ability to keep specific information confidential
- Excellent written and oral communication skills, including the ability to draft correspondence and other communications with minimum direction
- Managing multiple and changing priorities effectively with excellent attention to detail
- Proficiency with Microsoft Excel, Word and Power Point / general computer literacy
- Demonstrated ability to coordinate and facilitate the completion of projects in a timely manner, including meeting strict deadlines
- Self-starter with demonstrated ability to work both independently and within a team
- Ability to manage up – both seeking and providing feedback
- Personal commitment to a high degree of quality in work
- Positive, energetic, and promotes a positive corporate culture
Benefits
- Career opportunities in a fast-growing company with worldwide reputation
- A flexible and friendly working environment with a collaborative atmosphere
- An exciting company mission that brings together science and technology to directly impact the lives of patients with life threatening illness.
- A fast-growing company with plenty of opportunity for personal growth and development
Location: Back Bay, Boston (Office based position)
Start: ASAP (or as agreed)
Contract type: Permanent full-time
Application process
If you think you fit this position, please send a CV and a cover letter. Please note that incomplete applications will not be considered.
After an initial screening process, candidates will be invited for remote interviews. Selected candidates will then be invited for personal interviews