Executive Assistant - Office Manager at VERO Biotech

DescriptionDescription

Position Summary

A highly organized, proactive individual to support the leadership team and ensure smooth operations. This is a hybrid role providing high-level executive support managing the leadership team with hands-on office management responsibilities ensuring efficient day-to-day office operations. This individual should be someone who thrives in a dynamic, fast-paced environment while managing multiple responsibilities.

Responsibilities

Essential Duties and Responsibilities

Executive Support

• Communicates effectively with all levels of the organization, vendors, customers, and members of Board of Directors
• Prepares reports, presentations, and data, as well as maintaining files, records, and taking meetings minutes, follows up on action items
• Prepares information and research for executive needs.
• Handles confidential information with discretion and professionalism
• Ability to accurately proofread correspondence, reports, presentations and other items to ensure clear and concise communication
• Manages executive schedule and acts as liaison for executive team.
• Arranges travel, accommodation, itineraries, and all correspondence related to arrangements as needed.
• Responsible for some financial duties via Quickbooks
• Answering phone inquiries, directing calls, and providing basic company information.
• Comfortable performing clerical duties, taking memos, maintaining files, and organizing documents.
• Must be highly organized
• Plans/organizes and implements meetings, company events, business luncheons, or client dinners.
  
  

Office Management

• Oversee daily office operations, including maintaining supplies, equipment and vendor relationships
• Serve as point of contact for building management and facilities
• Maintains a clean, organized and welcoming office environment
• Work with property management to ensure cleanliness of general areas
• Managing catering and cleanup as required for meetings and other events
  
  

Other

• Performs other related duties as assigned by management.
  
  

Qualifications

Qualifications

• Bachelor’s degree in business administration or related field preferred
• Five to Seven years’ prior experience in mid- to senior-level administration. Prior experience in pharmaceuticals, medical device or biotech, hospital or medical, management, or related field preferred
• Exceptional organizational and time management skills
• Excellent computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel) and calendar management tools.
• Experience with Quickbooks required
• Excellent written and verbal communication skills.
• Ability to multitask and prioritize in a fast-paced setting
• Discretion and integrity when handling sensitive information
• Certified Administrative Professional (CAP) or professional certification in office management preferred but not required