Executive Assistant

Role Overview

• Provide high level support to the Chief Regulatory, Quality, & PV Officer , and Chief Biometrics Officer and their teams, through meeting management, project management, and preparation of meeting materials:
• Be the point person who oversees all activities across businesses functions
• Easily navigate between time zones to coordinate schedules between several US states and international attendees
• Manage content and flow of information to the executive teams at Summit
• Strategically manage complex calendars & schedule appointments: Organize in-person, virtual and hybrid meetings among Summit team members, key external stakeholders including regulatory agencies, physicians and scientific experts
• Flag priorities and bring urgent documents to the attention of the right team members for review and facilitate timely execution
• Partner with Summit team members and external staff to facilitate daily schedules
• Coordinate tech set up and proactively ensure Executive is prepared ahead of meetings for seamless participation while ensuring all materials are at hand
• Performing additional administrative tasks including coordinating domestic and international travel, expense reconciliation and planning offsite meetings, etc.: Coordinate all domestic and international travel arrangements, flights, cars, hotel, visas etc. and be able to clearly communicate Itineraries with the Executive
• Process travel and meeting expenses for reimbursement in a timely manner
• Be on call when exec is traveling, proactively coordinating flights and ground transportation
• Anticipate and communicate when changes arise while managing solutions and setting expectations in a timely manner
• Proactively anticipate the needs of the Executives and their team members and help them stay focused on their projects by resolving operational and administrative issues before they arise:
• Develop effective communication and working relationships with all business team members to best understand what is in the pipeline and anticipate upcoming matters that will involve executives attention
• Execute special projects as business needs arise: Ability to anticipate needs, think proactively and prioritize effectively
• Ability to jump in and problem-solve and work independently with minimal direction and ambiguity
• Discretion and confidentiality on all matters are of the upmost importance. It is important that the Executives EA can be trusted to navigate all aspects and relations of the Executives world with appropriate decorum for every audience they interact with
• Partner with other Executive Admins in all offices to help facilitate events and daily business activities throughout the office
• Serve as back-up when others are on PTO

Requirements

• Bachelors degree or equivalent years of experience
• Minimum of 7+ years of experience working as an Executive Assistant supporting VP or C-level executives in biotech, pharma, or life sciences strongly preferred; experience supporting executives in Regulatory, Quality, PV, Biometrics, Clinical, or R&D functions is a strong plus
• Excellent verbal and written communication skills as this person will be creating correspondence to internal and external teams.
• Ability to articulate complex ideas in an easily understandable way
• Demonstrated successful experience in a fast-paced and ever-changing environment is required
• Strong organizational, problem-solving, and follow-up skills
• Ability to prioritize conflicting demands.
• Experience with Project Management or ownership and execution of high-level programs is a plus.
• Track record of critical decision making and ability to act with discretion and maintain confidentiality
• Highly tech-savvy: iOS, MS Office, Google Workspace, Concur, Adobe, SharePoint, etc.
• Able to troubleshoot both in-person and remotely
• Critical thinking, problem solving, and ability to work independently
• Must be able to effectively multi-task and manage time-sensitive and highly confidential documents.

Tech Stack

• iOS

Benefits

• All other duties as assigned.