Executive Assistant (NU12-138)

Reporting to the CEO, the incumbent represents the office of the CEO internally and externally and must demonstrate a high level of professionalism, leadership and competence at all times.  This highly visible role provides administrative support to the CEO, CSO and CFO and manages the administrative needs of the Company as a whole.  The Executive Assistant must have the ability to anticipate the needs of the CEO, CSO and CFO and maintain confidential information.

Responsibilities

• Administrative support to the CEO, CSO and CFO, including, but not limited to, calendar, travel arrangements, expense reports, filing, some formatting of presentations
• Manage logistics for internal and external meetings and events, including preparation of Board books, travel and coordination of all events for quarterly Board of Directors' meetings
• Maintain patent, contract and agreement files (physical and electronic)
• Distribute and track laboratory notebooks and maintain completed notebook inventory (physical and electronic)
• Manage administrative functions of the office, including incoming calls to Company’s main phone line, reception area when guests are expected, Company website, calendar, library, conference room schedules, office supply and non-scientific equipment orders, catering needs, copier, postage machine, offsite storage, document destruction
• Lead social committee to plan Company events
• Participate in the on-boarding process for all new employees and temporary staff members
• Under direction of HR, manage organizational charts, interview schedules, events and fringe benefits
• Assist Finance and external legal counsel with processing stock option transactions, including updating Company’s equity software and completing monthly reconciliation
• Under direction of Finance, manage fixed asset ledgers and records
• Assist Finance with the month end close process, including bank and general ledger account reconciliation

Qualifications and Skills Required

• Minimum of 5-7 years Executive Assistant experience
• Experience managing patent files
• Excellent communication skills (interpersonal, written and verbal)
• Must be well organized, polished, proactive, detail-oriented, mature and have a professional demeanor
• Ability to multi-task and work efficiently in an environment with changing priorities
• Excellent MS Office skills (including PowerPoint) and Adobe Acrobat
• Comfortable working with Macintosh systems

Preferences

• Previous employment in the biotechnology/pharmaceutical industry
• Experience in a start-up environment