01 Feb
Executive Assistant
Massachusetts, Boston , 02108 Boston USA

Responsibilities include but are not limited to: General Administrative Support including: Manage active calendars for Executive team, schedule internal and external meetings, across multiple time zones, Assist with creation, organization & dissemination of documents/presentation decks to be presented by executives and reviewed by the board of directors. Manage and prioritize internal and external communications including emails, arrangement of conference calls and online meetings, preparation of agendas and other communication materials for internal and external use. Compose and prepare confidential correspondence. Arrange complex and detailed domestic and global travel plans, itineraries, and agendas; compile documents for travel-related meetings. Arrange work-related events including coordination of annual & quarterly BOD meeting with BOD members, ad hoc BOD meetings, and sending/confirming BOD meeting invitations to BOD members and other attendees of the meetings. General Accounting / Finance responsibilities including: Coordinate non-laboratory purchases including office supplies, team beverages, team lunches. Proactively reconcile executive credit cards, receipts and prepare expense reports in a timely manner. Basic Corporate Compliance / HR Functions such as: Keep records of corporate documents, records, and reports as necessary. Follow up with personnel on completion of compliance and other documentation such as audits and trainings. New hire interview coordination and assist with onboarding of new team members. Assist with one-off-related administrative projects to ensure smooth operations across the organization and be a team player. Create a professional and welcoming environment for visitors including coordinating delivery and/or pick up for BOD and internal team meeting breakfasts / lunches. Greet and situate visitors with a friendly and professional demeanor. Act as an integral member of the PIC Therapeutics team: participate in team meetings, initiatives and cooperate on company/office coverage as needed. Maintain strong collaboration with administrative peers to proactively address conflicts in scheduling. Use discretion, confidentiality, and good judgment to handle C-Level and company matters. Ability to function well in a fast-paced environment; performs additional duties as assigned by CEO.Required Skills, Knowledge & Abilities: Bachelor's degree preferred. 5+ years of executive support experience including supporting C-level executives. Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials. High level of commitment and support, availability after hours and on weekends as needed. Exceptionally organized with keen attention to detail with the ability to shift focus and priorities, when necessary, under pressure and within deadlines. Innate ability to represent the Executive Leadership Team with communication over email and phone that is professional, business-appropriate, and timely. A great communicator: enjoys developing rapport with contacts over email and telephone. Outstanding verbal and written communication skills; strong ability to inform and engage through written communications. A self-starter and able to self-motivate and keep focused, positive, and productive, even when the CEO is away and/or working remotely. Strong multi-tasking skills including exceptional organizational, time-management, and project management skills. Appropriately and discreetly manage information of a highly confidential and critical nature, including personnel issues/matters. Agile and not flustered in a fast paced and quickly changing environment; must be able to prioritize in this environment and know when to ask for help. Comprehension that priorities change resulting in the need to be adaptable, focused, and positive. Willingness to "manage-up", to assist the CEO's set priorities and make trade-offs when needed; assists the CEO to keep focus on strategic activities and not get bogged down in "clutter." Highly trustworthy, and appreciates the confidential nature of correspondence with senior business people. Ability to maintain confidentiality and discretion in all business matters. Interested in self-development and getting feedback/coaching that is aimed at professional growth.Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: https://jobs.beaconhillstaffing.com/eeoc/Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.Company Profile:Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.Learn more about Beacon Hill Staffing Group and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.beaconhillstaffing.com. We look forward to working with you.Beacon Hill. Employing the Future (TM)


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