Executive Assistant to Heads of Clinical Development

About This Role

The Executive Administrative Assistant will be a dynamic and self-motivated individual able to provide administrative support and coordination to two Heads of Clinical Development and their team. In addition, the Executive Assistant may also provide support for other members of the Clinical Development Leadership Team and participate in the organization, planning, and execution of activities with other Development administrative and operations staff.

The right candidate must be proactive, agile, organized, collaborative, and calm under pressure. Excellent communication, interpersonal and collaboration skills are essential for this role due to interactions with colleagues within the group as well as cross-functionally within the division and externally with partners. This position also requires a professional demeanor, sense of urgency, attention to detail, and the ability to prioritize multiple activities.

• Build strong working relationships with team, administrative and operations staff by organizing efficient communication and following up with action items, deadlines and pertinent information.
• Establish rapport with key stakeholders to enable effective management of strategic projects.
• Provide administrative support, to include calendar management (scheduling, prioritizing, resolving conflicts, etc.), coordination of leadership team meetings including taking meetings minutes and tracking action items, expense management, and event management (both internal department events and external scientific collaborations/advisory boards), etc.
• Manage travel arrangements and monitor travel progress to resolve issues as they arise.
• Develop, propose and implement process improvements to increase efficiency and achievement of key priorities
• Maintain group and/or company document and knowledge repositories, workplans, websites, and business systems (e.g., SharePoint, Synapse, Smartsheets), as needed. Expedite flow of work items and initiate follow-up when necessary.
• Coordinates Executive’s projects which entail collaborating with relevant stakeholders, and planning, implementing, monitoring, and evaluating projects.
• Enhances the business model by institutionalizing business processes, implementing best practices and templates, and seeking ways to work more efficiently.
• Work alongside other divisional Admin to ensure consistency and efficiency within the groups.
• Proactively identify process flows which could be improved upon and maintain an active presence in the weekly Admin meetings.
• Support the other Admin within the division on large scale divisional meetings/events as needed.

You are proactive, agile, organized, collaborative, and calm under pressure. You have excellent communication, interpersonal and collaboration skills and are comfortable interacting with senior members of the organization as well as cross-functionally within the function and externally with important stakeholders. You enjoy a fast-paced environment, are highly organized, show initiative, good judgement and are willing to take on additional tasks and responsibilities as needed to achieve organizational goals and deliverables.

• Associate’s degree or the equivalent combination of education and experience required
• 5+ years of administrative experience supporting executive level teams is required, ideally in the life sciences industry
• Agile with the ability to deliver in a fast-paced environment. Demonstrated ability to work efficiently and to perform tasks simultaneously with attention to detail and minimum supervision.
• Able to exercise sound judgment and determine priorities. Be able to proactively anticipate and identify issues and propose solutions or takes steps to resolve. Demonstrate strong strategic and critical thinking skills.
• Exercise a high degree of maturity, discretion, and integrity, especially as this role may require handling of sensitive and confidential information.
• Team-oriented, collaborative style and strong work ethic.
• Able to lead and energize a group towards an aggressive goal while maintaining good relationships.
• Demonstrated ability to transform a collection of ideas…