Reports to: Senior Vice President, Clinical Development and Chief Medical Officer or other
Job Code: 2019-70-1
Job Summary:
The Executive Administrative Assistant supports the senior executive; as well as other members of the team as applicable. The Executive Assistant will be responsible for managing multiple calendars and projects and will have regular interaction with employees of all levels of the Company as well as with external individuals/organizations. Handles information of a highly confidential and critical nature. Works under general supervision.
Job Duties:
- Provides administrative support to the senior executive and members of his/her leadership team. Some areas may include: managing incoming and outgoing phone calls, drafting correspondence, preparation of expense reports, mailing or overnighting letters/packages, establishing and maintaining electronic and paper files, copying, faxing
- Acts as a “gate-keeper” for the senior executive’s time by managing the executive’s calendar. This involves using discretion in identifying critical items, setting up meetings and making scheduling changes with minimal involvement by the executive
- Composes various types of correspondence, presentations, graphics, documents or other material on behalf of the executive
- Handles highly confidential material on a regular basis
- Takes initial steps to facilitate the resolution of urgent/complex issues and notifies the supervisor
- May participate in company/department meetings/committees and keep supervisor aware of issues, as appropriate
- Coordinates special projects on a recurring or one-time basis from start to finish (i.e. conducting internet research, creating posters for scientific meetings)
- Tracks department invoices and ensures that invoices are submitted to accounting in a timely manner
- May arrange mid- large-scale meetings or conferences. Evaluates alternatives and makes decisions regarding logistics and pricing for the room and audio/visual set-up, catering, meeting agenda and materials. Coordinates with the facilities team for internal meetings
- Arranges domestic and international travel arrangements, hotel accommodations, and meeting planning as necessary for the senior executive and as well as other members of the team as applicable
- Delivers a broad range of professional administrative support in a proactive manner and resolves issues and challenges relating to these activities
- Complies with all applicable policies regarding health, safety and environmental policies
Job Requirements:
- BA in Business or related area and at least 8 years relevant experience providing administrative support to senior level executives within an organization or equivalent. Experience in a biopharmaceutical company is preferred
- Demonstrated advanced proficiency across a broad range of administrative skills, including processes and procedures
- Ability to exercise considerable discretion, judgment, tact and diplomacy and maintains confidentiality
- Proficient in MS Office including Excel, PowerPoint, MSWord, and Outlook with the ability to create spreadsheets and presentation material
- Demonstrated ability to take the initiative to respond to rapidly changing priorities
- Ability to work independently and/or with general guidance
- Demonstrates can-do attitude
- Excellent time management and organizational skills
- Excellent interpersonal and communication skills as demonstrated by the ability to work effectively with others at all levels of the organization and externally
- Demonstrated ability to work successfully with individuals and teams
GlycoMimetics, Inc. is an equal opportunity employer. To apply, please send your resume and cover letter to HR@glycomimetics.com and reference job number 2019-70-1 in the subject line.