Executive office assistant job description

• Bachelor's degree preferred; Associates degree with commensurate experience may be considered
• A minimum of five years' experience providing support at a high level; Previous executive and board of director experience is a must
• Public company experience preferred
• Confidence working with all levels of employees including external stakeholders and the Board of Directors
• Proficiency in using a variety of software applications, such as Excel, Word, Outlook, Adobe and PowerPoint
• Intermediate skills in Zoom and other meeting technologies
• Strong editing skills and competency in compiling information in various software applications
• Knowledge of standard office administrative practices and procedures: Bill paying, vetting phone calls, meeting requests, maintaining company supply levels, creating correspondence, presenting a professional office and meeting space, prioritizing critical needs, etc.
• Experience with meeting and event management; travel planning; understanding event contracts and budgets
• Must be available to work 8am to 5pm, Monday thru Friday, with availability after hours as needed
• Occasional travel may be required for offsite meetings with overnights as needed ~ 10%
• Physical demands: Minimal physical effort; Ability to stay in a sitting position for most of the working day while looking at a computer monitor; Ability to open filing cabinets, bend or stand; Minimal lifting required

Key Competencies: Organizational and planning skills; Communication skills; Initiative and resourcefulness; Information gathering and monitoring skills; Independent problem analysis and problem solving skills; Ability to think ahead/anticipate; Financial capacity to process expense reports, budgets for meetings, etc.; Judgment and decision-making ability while multi-tasking in a deadline-oriented environment; Confidentiality, professionalism and discretion/judgment; Attention to detail and accuracy; Tact and diplomacy; Adaptability/flexibility and strong ability to manage stress and conflicting priorities.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

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The Executive Assistant (EA) will support the Chief Commercial Officer (CCO) and select direct reports to the CCO. This role will be a key member of the commercial team, supporting and contributing to the efforts to create commercialization readiness so that avacincaptad pegol will be available to patients living with Geographic Atrophy, pending approval.

This role will work closely with the CCO, the Commercial Leadership Team (CLT) and across other functions in the organization to support a range of administrative, planning and organizing needs. Importantly this role will also be a contributing voice on the team, supporting our team culture and commitments as we grow.

The EA should be a strong communicator and be highly proficient at managing calendars and planning meetings. This person will also need to understand the roles and responsibilities across the leadership team, and be able to independently, & pro-actively, arrange and efficiently manage important activities and select processes. They should be able to differentiate between essential and less essential activities and prioritize calendars accordingly.
This role will report to the Chief Commercial Officer and is based in the Parsippany, NJ office.

Primary Responsibilities

* Manages calendars for CCO and supported team members, assists with travel arrangements, arranges all aspects of internal meetings, videoconferences, completes expense reports, etc.
* Manages all arrangements for meetings with external visitors including transportation, refreshments, presentation set-up, etc. Hosts and coordinates schedules for external visitors when needed.
* Collects and prepares materials for key meetings (BOD, ELT), including the assembly of presentations, agendas, and other materials as required.
* Provide back-up administrative support for the other team members as needed
* Prepares and issues minutes of staff meetings when needed.

Education/Experience Required

* Highly proficient in Microsoft Office Suite (Outlook, PowerPoint, Teams, Excel, Word)
* HS Diploma Required. College level education preferred.
* 5+ years' experience in an Executive Assistant capacity
* Good working knowledge of the pharmaceutical/biotechnology industry, preferably working within the commercial function of a biotechnology or pharmaceutical company.
* Familiarity with functional areas such as Marketing & Sales, Medical Affairs, R&D etc. a plus.
* Availability for off-site meetings as necessary

Additional Knowledge/Skills

* Excellent oral and written communication skills, including the ability to handle correspondences independently
* Takes initiative and able to work with limited direction
* Demonstrates high level of professionalism and takes a collaborative approach to working with others
* Exercises a high level of confidentiality and professional judgement

At Child & Family, we hold two core beliefs. That individuals and communities thrive when supported by strong families and that a community works best when it accepts responsibility for all of its members. These beliefs influence everything we do and have guided our growth since we first opened our doors in 1866.

This is a full-time position that is comprised of supporting two areas of administration; the President/ Chief Executive Officer (CEO) and the Agency Board of Directors. We are seeking an individual who is deeply committed to the Agency mission and vision, works well in a fast paced environment and also provides support to our Executive lead in a professional manner. This executive level assistant portion reports directly to the CEO. At Child & Family, we thrive on productivity and success and welcome applicants with exceptional administrative and project management skills. For more information about our non profit agency, please review the summary of duties and visit our web site at childandfamilyri.org.
FLSA Status: Exempt

Hours: 37.5 per week, 3 days in office, 2 days remote

Supervisory Responsibilities: None

Responsibilities and Duties

* Provide high-level administrative support to the CEO by conducting research, working on the strategic plan, handling information requests, and performing clerical functions such as preparing correspondence and presentations, tracking expenditures, receiving visitors, arranging conference calls, scheduling meetings and taking meeting minutes.
* Acts as a liaison between CEO's office and internal and external stakeholders. Handles confidential and non-routine information and explains policies when necessary.
* Also provides support to Board of Directors and Agency Leadership Team, attends some monthly meetings, sending notices, preparing meeting notices, agendas and packets.
* Provides support with donor acknowledgement correspondence and outreach.
* On behalf of the CEO, completes various task and errands that pertain to the Agency.

Qualifications and Skills

* Bachelor Degree in any field of study or a combination of education and experience which provides the knowledge, skills and abilities to perform the job.
* Experience in senior level administration work transcribing meeting minutes required.
* Experience with handling sensitive, confidential information.
* Team player with a positive attitude is required!
* Strong proficiency with Microsoft Office applications, including Outlook, Excel, Word and PowerPoint.
* Experience using typical office equipment such as telephone, fax, copier, etc.
* Experience tracking and analyzing metrics and data using spreadsheets and other reporting applications.
* Experience in a Human Services / Non-Profit organizational setting highly preferred.

Benefits and Perks

All full-time and part-time employees are considered benefit eligible, temporary employees are eligible for sick time under RI law.

* 12 holidays, 2-4 weeks vacation, 12 sick days, and 1 personal day annually: paid time off is pro-rated for part-time employees
* Blue Cross Blue Shield of RI health insurance: 2 plan options
* Fully funded Health Reimbursement Account (HRA)
* Delta Dental of RI
* VSP vision insurance
* Flexible Spending Accounts (FSA): dependent care and health care
* Agency paid for New York Life/Cigna life insurance, accidental death and dismemberment, and long-term disability
* Supplemental AFLAC insurance: 5 plans available
* 401(k) plan: traditional and Roth deferrals available, with company contribution after 1 year of service
* Coastline EAP
* Tuition Assistance Program after 6 months of service
* Employee Referral Bonus Program
* Discounted child care available at Middletown building
* Discounted cell phone discount through Verizon
* Discounted Nationwide Insurance pet insurance
* Discounted YMCA membership
* Discounted BJ's membership
* Potential for housing assistance on Aquidneck Island only
* Public Service Loan Forgiveness eligible
* RI DOH license, bilingual, and advanced degree salary stipends
* Shift differential for night shifts
* Direct deposit and employee self services through Paycom

EOE/AAP Participant

Child & Family will not discriminate against any individual on the basis of age, gender, sexual orientation, color, race, creed, national origin, ancestry, religious persuasion, marital status, political belief, pregnancy, military status, veteran status, physical or mental disability that does not prohibit performance of essential job functions with or without reasonable accommodations, genetic predisposition or genetic carrier status, or any other protected category under local, state or federal law, nor will anyone receive special treatment for those reasons, except for reasonable accommodation as required by law. It is our intention that all qualified applicants be given equal opportunity and that selection decisions be based on job-related factors.

C&F strives to achieve a workforce that includes representation of qualified affirmative action group members in proportion to the qualified and available target group workforce in the community that we serve.