Executive Assistant

Executive Assistant

The Executive Assistant position is ideal for an individual who is a highly self-motivated professional, and capable of managing their workload and prioritizing tasks in a fast-paced environment. The EA will serve as the secondary point of contact for the internal and external constituencies on all matters pertaining to the C-Suite, as instructed by the OM, EA to the CEO. The EA supports the C-Suite and occasionally others within the organization's ELT team, to ensure of all administrative activities are achieved on-time and ahead of scheduled in a professional, service-oriented, and quality-focused manner.

With this highly visible and interactive position, the EA must represent BioTE with demonstrated professionalism and adherence to moral, ethical, and quality principles.

Duties and Responsibilities

• Compose, edit and format high-quality, error-free correspondence, reports, presentations and other materials that include highly confidential information
• Proactively maintain calendars, schedules and appointments of the ELT members and all activities related to meeting scheduling; including planning, preparation and distribution of material and agendas
• Plan, organize and coordinate corporate events related to ELT members
• Review and process contracts and expenses while maintaining confidentiality of all work material
• Prepare travel itineraries and hotel reservations both domestic & international for the members of the ELT and visitors and establish schedules and appointments during visit
• Friendly and professional with the ability to interact efficiently and in a timely manner with all internal staff including other executives as well as partner organizations
• Organize/start online meetings; general understanding of internal technology procedures to assist ELT members
• Completes special projects as assigned with minimal supervision
• May perform basic budgetary duties including entering expenditure information and / or verifying appropriateness of charged costs
• Asks probing questions to get to the root cause of a situation or a problem and offers suggestions to improve effectiveness of working relationships and job environment
• Prepare materials for presentation at meetings such as using Corporate SharePoint site to post documents
• Manage electronic document filing and libraries. Maintain and change general and proprietary files with current records, reports, data and related information
• Prepare expense reports in Concur
• Assist with hoteling offices
• Assist with large events – hotel rooming blocks, ground transportation, catering, reservations
• Assist with backing-up/relief for the front reception area when Office Coordinator is out
• Meeting attendance and note-taking

Skills, Qualifications, and Experience Required

• Minimum of 7+ years of administrative experience, a degree in administrative sciences or communications is preferred
• Must excel in a fast-paced environment with the ability to exercise sound judgment when faced with ambiguity
• Must have excellent planning, organizational, time management, written and oral communication skills
• Must be proficient in Microsoft Office
• Must display a professional image to all internal and external contacts
• Must be able to manage multiple projects with sometimes conflicting demands and work cross functionally, valuing the importance of teamwork
• Must have a proactive work style, flexibility, excellent follow-up skills, and the ability to prioritize tasks
• Must be resourceful with excellent analytical and problem-solving skills

Personal Attributes

• Collaborative – Incredibly effective with people, e.g., knows how to understand and learn from people, motivates enthusiasm and can drive decision-making. Excellent organization and decision-making skills that engage colleagues to make joint decisions and bring people together across boundaries to achieve results.
• Innovative – Comes up with novel ideas and approaches to new opportunities that set the Company apart from the crowd and result in exceptional performance.
• Pragmatic – Does not reinvent the wheel once something works and figures out how to scale processes and practices that drive efficiency and effectiveness.
• Pride of Authorship…