Executive Assistant
Description
Looking to join a passionate team dedicated to developing and manufacturing life-saving biopharmaceuticals? Avid Bioservices is a leading clinical and commercial biologics CDMO focused on creating innovative solutions to meet the needs of our clients and improve patient outcomes.
Your Role:
As an Executive Assistant, you'll provide a world-class experience to all partners internally and externally, including the executive team and customers. You are an avid problem-solver with crisp communication and astute attention to detail. This is a fast-paced opportunity for a professional who is a very bright, get-things-done, proactive, entrepreneurial, and service-oriented person. No task is too small or too big for you to take on. You take pride in delivering the highest quality work product and finding efficiencies in your role. You will support and work alongside a talented, humble, and a busy leadership team, working with different personalities and prioritizing a multitude of competing demands with ease.
You can effectively manage an Executive agenda, prepare, and figure out logistics, navigate complex calendaring, with an ability to gracefully context-switch between all scenarios with ease.
- Always be two steps ahead of any operational, strategic, or administrative problems that may arise and proactively project manage them with confidence and strong conviction of how the leader would do so themselves.
- Manage busy and ever-changing Executives’ calendars with accuracy and astute attention to potential conflicts.
- Manage, plan and coordinate client, supplier, customer, and internal meetings.
- Assist with tracking and driving the completion of key deliverables. Follow-up on outstanding issues.
- Coordinate all travel logistics and ensure that Executive and the receiving parties are up to speed on changing itineraries.
- Proactively solicit agendas, attendee lists, and organize attendee preparation when needed.
- Create, manage, and finalize, all steps in the PR/PO process.
- Organize, prepare, and track expense reports using Concur for multiple Executives.
- Handle professional communications, including incoming emails, calls, and mail.
- Assist with formatting, editing, and consolidation of presentations and other MS Office documents.
- Be responsive to emails/texts/phone calls, with some contact occurring outside regular business hours.
- Participate in the planning of special events, which could include sourcing locations, negotiating hotel/venue rates, coordinating travel, planning, and managing activities for offsite, meals, managing RSVP’s, etc.
- Coordinate audio/visual and IT needs for onsite, offsite, and video conference meetings, as needed.
- Other tasks as assigned.
Minimum Qualifications:
- 5+ years of experience supporting Executives.
- Ability to work onsite up to 5 days a week.
- Demonstrate a polished, professional, articulate, and can-do attitude.
- Excellent written and verbal communication, with the ability to communicate confidently and tactfully at all levels, both internally and externally.
- Meticulous organization and planning skills. Sharp attention to detail.
- Able to easily manage ever-changing schedules and competing priorities with grace.
- Strong sense of urgency. Ability to shift gears quickly and prioritize tasks as necessary.
- Able to anticipate needs before they arise and solve problems effectively.
- Demonstrated ability to exercise good judgement, discretion, and confidentiality in all tasks.
- Exceptional technology skills with a passion for continuous improvement and streamlining.
- Sound sense of judgment and intuition on matters that require quick decision-making, specifically prioritizing tasks, and multitasking.
- Ability to flex with business needs and work outside of regular business hours as needed.
- Adept in PowerPoint, Excel, Word, Outlook, and IT/tech savvy.
- Current Notary certification is a plus
- Occasional overnight travel by land and/or air may be required to attend seminars, conferences, or client meetings.
Position Type/Expected Hours of Work:
This role is a full-time position operating on a Monday through Friday schedule. Must have the ability to work overtime and weekends if needed.
Compensation:
We offer competitive compensation packages for this role, including a base salary, performance-based bonuses, and comprehensive benefits such as health, dental, and vision insurance, 401(k) matching, and paid time off.
The compensation range for this role is $101,000 to $124,200 annually depending on experience and qualifications. Additionally, we offer opportunities for career growth and development as well as a supportive and inclusive work environment.
Who you are:
- You have a "bring it on!" team player approach and an unshakable positive attitude, always ready to tackle anything that comes your way.
- Your written and verbal skills are out of this world, and you communicate with clarity and confidence.
- You have exceptional multitasking skills and an unparalleled attention to detail that ensure the smooth running of everything.
- You are a master at building relationships, capable of establishing connections with anyone, be it team members, clients, vendors, or suppliers.
Physical Demands & Work Environment:
In this dynamic role, expect a blend of regular activities like sitting, standing, and walking, with occasional physically engaging tasks such as lifting objects up to 25 pounds. The work environment might expose you to electrical shocks, toxic chemicals, vibrations, or loud noise levels occasionally. However, reasonable accommodations are available to enable individuals with different abilities to perform effectively, ensuring a supportive and adaptable work setting. Your visual acuity, including close, distance, and color vision, will be essential in navigating through the diverse day-to-day demands of this position.