BrightOwl Loader Loading

Executive Assistant - United States  

Bio Clinica (company)


Posted on : 08 June 2017

Project Description

Job Description 
  • The Executive Assistant is a creative, self-starter that enjoys working in an environment that is performance, mission-driven, metric-driven, and community oriented.  
  • The ideal individual must demonstrate good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.  
  • The Executive Assistant must demonstrate the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. 
  • The successful candidate possesses a gracious and confident demeanor, be dependable and resourceful, take initiative and be innovative. 
  • She/he should have the ability to handle complex and confidential situations with the highest level of professionalism.
  •  This person will work with a wide range of Company employees and stakeholders, so she/he must be able to build internal and external relationships, and be an effective communicator. 

Primary Responsibilities 
Conserves the time of Executive and other leadership staff as assigned by:  
  • Providing executive administrative support including coordinating, scheduling and organizing meetings (including managing calendars, scheduling/arranging meetings, booking meeting rooms, and sending invitations and reminders when needed), travel (including making travel, hotel and car reservations) and general office activities 
  • Managing communications and correspondence (phone, voicemail, email, mail), appropriately responding (as needed) and escalating to appropriate colleague’s attention 
  • Coordinating and recording minutes at meetings 
  • Following up on project completion, compiling status reports where assigned 
  • Preparing correspondence 
  • Supporting preparing, revising and finalizing legal documents 
  • Reviewing, proofreading and assisting with any company materials, including documents, reports, memos, letters, presentations, forms and other items ensuring accuracy and completeness 
  • Maintaining an efficient flow of information between all levels of the organization 
  • Welcoming and providing information to customers, vendors, or guests 
  • Maintaining relationships with board members, shareholders, customers, outside counsel, and vendors 
  • Keeping manager(s) advised of current issues  
  • Maintains customer confidence and protects company by: 
  • Keeping information confidential  

Secondary Responsibilities 
Maintains Quality Service and Departmental Standards by: 
  • Reading, understanding and adhering to organizational Standard Operating Procedures (SOPs) 
  • Establishing and enforcing departmental standards 
  • Participating in the modification of company SOPs related to Administration  

Contributes to team effort by: 
  • Exploring new opportunities to add value to organization and departmental processes 
  • Helping others to accomplish results 
  • Performing other duties as assigned and deemed necessary 
  • Demonstrating an understanding of applicable business operations, drivers, and/or procedures 
  • Researching and/or providing needed information to respond to requests in a timely manner

Maintains Technical Knowledge by: 
  • Attending and participating in applicable company sponsored training  

Working conditions: 
Travel: 0-5% 
Lifting: 0-20lbs 
Other: Computer work for long periods of time 

Required Skills 
Qualifications:  Education:  
  • Associate’s Degree in Business or related field preferred; High School Diploma and/or equivalent work experience may be considered in lieu of a degree 
  • Advanced courses in word processing and writing skills preferred  

Additional skill set: 
  • Strong organizational skills that reflect ability to perform professionally under pressure and prioritize multiple tasks seamlessly, with attention to detail. 
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and customers. 
  • Expert level written and verbal communication skills. 
  • Ability to treat sensitive/confidential information with appropriate discretion. 
  • Strong sense of urgency, adaptability, flexibility and resourcefulness. 
  • Proficient in Microsoft Office Suite (Outlook, Visio, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms 
  • Excellent attention and orientation toward meticulous work 
  • Ability to project and maintain a professional and positive attitude   

Required Experience 
  • 5+ years’ experience in supporting top level management (experience supporting senior in-house counsel preferred) 
  • Advanced MicroSoft Office Suite skills required 
  • 3+ years’ experience working with executive management and board members 
  • 3+ years’ experience managing legal documents