Executive Assistant Commercial

Provides diverse and advanced administrative and project management duties for the Chief Operating Officer, Head of Commercial and the senior Commercial team. Independently makes administrative decisions, handles complex detailed situations and maintains confidential records that are critical in nature.

Primary Responsibilities:

• Provides administrative support inclusive of a variety of complex and diverse duties.
• Handles business and company details of a highly confidential and sensitive nature.
• Independently gathers, assembles and analyzes information from a variety of sources to prepare reports, manuals, agendas, correspondence and memoranda, including presentation materials for Board of Directors, Portfolio Steering Committee Meetings and other significant internal and external meetings where executive level information may be presented.
• Schedules and actively participates in Commercial Leadership Team meetings on a weekly basis, keeping team members informed of upcoming events and/or deliverables and achievements while also taking input to help us continuously improve our internal processes as a team.
• Maintains COO’s calendar and travel schedules, proactively resolving conflicts and working with partners on best solutions. Coordinates meetings and conferences and makes travel arrangements, including both domestic and international travel.
• Initiates high-level contacts, of a sensitive nature, inside and outside the company.
• Manages and coordinates logistics for on/off-site meetings and conferences, keeping all parties informed.
• Reconciles and manages expense reports through purchase orders and Concur/corporate credit cards for executive leadership and assigned executives and client group(s) at the Sr. Director level and above.
• Maintains and assists with calendar of events such as investor conferences, BoD meetings and individual board member calls, scientific conferences, high priority meetings and other key company events.
• Prepares materials for leadership including proof-reading, refining and distributing documents, presentations, spreadsheets, and printing & copying materials needed.
• Works with appropriate colleagues/departments to support the creation and management the processing of statements of work, purchase orders, master service agreements and any other confidential records related to department work.
• Manages scope of work and contracting efforts via agreement request form, and documents updates with internal departments and third parties, as needed.
• Assists with logistics in company events and activities.
• Support interdepartmental and/or cross functional projects and collaborate with other administrative staff to share standard methodologies and coordinate initiatives.
• Performs project administration responsibilities and other assignments as directed.

Education/Experience/Skills:

Bachelor’s degree and 6 years’ related administrative experience supporting senior level executives. An equivalent combination of relevant education and applicable job experience may be considered. Pharmaceutical or biotech experience strongly desired.

• Experience working with executives level within and outside the company
• Experience with administrative support and execution of executive level presentations
• Ability to think through a project or task of diverse complexity and complete from beginning to end, independently
• Strong analytical skills and the ability to comprehend difficult instructions
• Excellent professional ethics, integrity and the ability to maintain confidential information
• Be able to independently manage schedules, coordinate multiple projects, priorities, and resources in a fast-paced environment
• Strong interpersonal skills, including tact, diplomacy, judgment and flexibility
• The ability to work collaboratively with a broad range of both commercial and cross-functional executives to help get large projects done and done well.
• Highly skilled and proficient with all MS Suites programs, including Outlook, Word, Excel, and Power Point
• Strong organizational skills with comprehensive follow-through and high level of attention to detail
• Ability to work independently as well as a strong team-work and collaborative…