Job Summary
The Executive Assistant -Temp-to-Perm, will provide high-level administrative support to the CEO and C-suite. Reporting to the CEO, the Executive Assistant serves as the primary point of contact on all job-related matters pertaining to the Offices of the CEO and C-suite. The Executive Assistant also acts as a liaison to the board of directors, scientific advisory board and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be a self-starter who enjoys working within a fast-paced startup biopharma company that is mission-driven, results-driven and quality oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, planning, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
Essential Duties and Responsibilities
Executive Support
Completes a broad variety of administrative tasks for the CEO and C-suite including: managing calendars; completing expense reports; composing and preparing presentations and correspondence; arranging travel plans, itineraries, and agendas; and compiling documents for meeting preparations; writing meeting minutes
Plans, co-ordinates and ensures the CEO and C-suite schedule is accommodated. Acts as the "gatekeeper" and "gateway" for the CEO and C-suite, ensuring optimal access to the CEO and C-suite’s time and offices.
Communicates directly, and on behalf of the CEO and C-suite, with Board members, investors, staff, and others
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO and C-suite, including those of a sensitive or confidential nature. Proposes appropriate course of action, referral, or response
Provides a bridge for smooth communication between the CEO and C-suite’s offices and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff
Works closely and effectively with the CEO and C-suite to keep them well informed of upcoming commitments and responsibilities, following up appropriately
Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the CEO and C-suite, some of which may have organizational impact
Works efficiently with a hands-on approach, including drafting letters, correspondence, and other tasks that facilitate the CEO and C-suite’s ability to effectively lead the company
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
Board Liaison
Serves as the CEO and C-suite's administrative liaison to Transpire Bio's board of directors and scientific advisory board
Assists board members with travel arrangements, lodging, and meal planning as needed
Prepares meeting materials, including minutes and resolutions, to ensure productive meetings
Maintains discretion and confidentiality in relationships with all board members
Adheres to compliance with applicable rules and regulations set in by laws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format
Senior Management Liaison
Participates as an adjunct member of the Executive Team including assisting in scheduling meetings, attending all meetings and taking meeting minutes
Assists in coordinating the agenda and logistics of senior management team meetings and off-sites, and all staff meetings
Facilitates cross-divisional coordination of travel and outreach plans
External Relation Liaison
Ensures that the CEO and C-suite’s bio, Transpire Bio’s introductory slide deck are kept updated and responds to requests for materials regarding the CEO and C-suite and the organization in general
Edits and completes first drafts for written communications to external stake holders
Arranges and participates in investor meetings and conferences to keep investors and analysts well-informed about the company's business and pipeline
Keeps close relationships with both domestic and overseas investors and analysts
Enhances and updates the information available to investors on the company website
Assists the public relations contractors with media press releases and interviews.
Qualifications
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to details
Excellent interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and investors
Demonstrated proactive approaches to problem-solving with strong decision-making capability
Emotional maturity
Highly resourceful team-player, with the ability to also be extremely effective independently
Proven ability to handle confidential information with discretion, be adaptable to various competing demands
Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
Forward looking thinker, who actively seeks opportunities and proposes solutions
Education and Experience Requirements
Bachelor's degree required
Five to ten years of experience supporting C-Level Executives, preferably in a publicly listed pharmaceutical company
Experience in internal and external communications, partnership development, and fund-raising
Excellent written and oral English communication skills, proficiency in Chinese (Mandarin) a plus
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
NOTE: This is a Temp-to-Perm position.
