Executive Assistant - MatchPointe Group

Temporary Executive Assistant Position – 4 months

Position Overview

We are currently seeking a highly organized and proactive Temporary Executive Assistant to provide comprehensive support to our executive team within our biotech company. The ideal candidate will possess exceptional communication and interpersonal skills, along with strong multitasking abilities. This role will primarily involve managing calendars, coordinating meetings and events, handling correspondence, and providing general administrative support to ensure efficient operations within the executive office.

Key Responsibilities

Executive Support:

- Efficiently manage complex calendars for multiple executives, including scheduling and rescheduling meetings.

- Act as the primary point of contact for executives, employees, vendors/contractors, and external partners.

- Ensure the accurate and timely flow of information.

- Facilitate detailed travel arrangements for executives and oversee expense tracking and approval.

- Work closely with the legal and finance team to generate and oversee the approval of agreements and purchase orders for new contractors managed by executives.

- Promptly review and process invoices managed by executives.

- Assist the Talent Acquisition team in coordinating the interview process, including scheduling candidate interviews, presentations, and debriefs.

- Format internal and external communications, such as agendas, emails, and presentations.

- Prepare meeting materials and relevant documents for executives.

- Collaborate with vendors to coordinate presentations and events.

- Manage document routing for signatures and notary services managed by executives.

- Assist in organizing off-site retreats, managing logistics, and ensuring successful event execution.

- Assist in organizing conferences and meetings with the medical site leaders.

Operational Support:

- Help coordinate team-building activities.

- Collaborate with other departments to develop training sessions, including lunch & learns.

- Assist in creating and implementing new procedures and systems to enhance organizational efficiency.

- Provide general administrative support as needed and collaborate with other admins on operational projects.

- Maintain familiarity with all operational systems and procedures.

Top Keys for Success:

- A bachelor's degree or equivalent experience is preferred.

- Minimum of 3 years of experience as an executive assistant or similar role in a fast-paced environment, preferably within the biotech or pharmaceutical industry.

- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and other relevant software applications.

- Experience with Gatekeeper, Coupa, Concur, DocuSign, and Adobe are a plus.

- Strong organizational and time management skills with meticulous attention to detail.

- Excellent written and verbal communication abilities.

- Ability to prioritize tasks and thrive under pressure.

- Discretion and confidentiality in handling sensitive information.

- Flexibility and adaptability to meet evolving demands and deadlines.

- Professional demeanor and interpersonal skills for effective interaction with executives, staff, and external contacts.

Duration and Commitment

This is a temporary position, with the assignment duration determined by business needs. Flexibility to adapt to varying schedules, deadlines, and priorities is essential.