Executive Assistant - R&D

Location: New York

Executive Assistant - R&D page is loaded## Executive Assistant - R&Dlocations:
Office - New Yorktime type:
Full time posted on:
Posted Todayjob requisition :
R11135-1

The Executive Assistant (R&D) is responsible for supporting leadership and maximizing productivity. This multifaceted position involves managing executive calendars, collecting and preparing crucial information for meetings, providing high-level administrative support with discretion, and maintaining effective communication. This individual must excel in self-sufficiency, adaptability, and financial accountability while also contributing to company culture through event coordination.

Understanding Clearwater's organization, coordinating travel, streamlining communication, and managing projects are key responsibilities. This role's collaborative problem-solving extends to resolving logistical issues with various departments, and it plays a crucial part in executive recruiting. Overall, the Executive Assistant ensures the seamless operation of Clearwater, requiring competence, independence, and minimal supervision.
** Responsibilities:*
* · Acts as primary access agent, manages calendars, and prepares the executive for meetings, ensuring a well-organized schedule.
· Collects and prepares information for use in discussions/meetings of executive staff and outside individuals, facilitating informed decision-making.
· Performs high-level, confidential administrative support, maintaining discretion and trustworthiness.
· Possesses the ability to complete complex tasks and projects quickly with little to no guidance, demonstrating a high degree of self-sufficiency.
· Reacts with appropriate urgency to situations that require a quick turnaround and takes effective action without having to know the total picture, showcasing adaptability.
· Processes monthly expense reports efficiently, contributing to financial accountability.
· Assists with organizing Clearwater's annual company party, fostering team cohesion and a positive work culture.
· Understands basic company organization, working relationships, and business partner roles and responsibilities, contributing to a harmonious work environment.
· Successfully manages a complex executive calendar, handling scheduling and prioritization effectively.
· Tracks and helps drive completion of key deliverables and follows up on outstanding items, ensuring that projects stay on track.
· Streamlines inbound/outbound communications, maximizes productivity, and ensures all requests receive attention with the proper level of urgency, promoting efficiency.
· Assists with planning Clearwater's annual calendar and facilitates the integration and prioritization of business activities, such as financial operational planning meetings.
· Successfully manages a complex executive calendar, including vetting, prioritizing, and providing recommendations for scheduling.
· Coordinates total travel, including air and ground transportation, hotel reservations, security, visas, and other travel documentation, ensuring a seamless travel experience.
· Maintains an efficient flow of information between all levels, including internal and external contacts, on a wide spectrum of plans and priorities.
· Drafts internal and external communications on behalf of the executive, maintaining a professional and consistent tone.
· Assists the team with budgets, invoices, and successfully resolves any accounts payable or accounts receivable issues.
· Assists with annual budget and headcount planning, contributing to the financial stability of the organization.
· Files expense reports and proactively track reimbursement status, promoting financial accountability.
· Manages projects, internal and external meetings, and large-scale events from budget planning through logistical coordination, ensuring successful outcomes.
· Partners with Facilities, IT, and security to resolve any logistical issues, contributing to a smooth operational environment.
· Assists with the full life cycle of executive recruiting, including booking interviews, liaising between the hiring team and the candidate, and coordinating onboarding, supporting the growth of the organization.
**…