The primary purpose of this position is to provide administrative support to the Executive Vice President of Emerging Companies, the Emerging Companies Section Governing Board, and the Emerging Companies department as directed. This support includes assistance with the execution of and development of materials for the Emerging Companies Section Governing Board meetings. In addition, this position will also be responsible for a small number of research and writing projects.
Manage EVP’s travel and meeting schedule. Facilitate and coordinate meetings as necessary. Develop travel binder/iPad materials and other materials to support extensive travel by EVP.
Arrange and confirm all travel arrangements. Complete expense reports, manage filing process, and procure travel visas and other documentation.
Mange contact lists and organize contacts, including entering new contacts. Scan business cards into contact lists.
Answer Telephone calls, electronic mail and transmit messages as needed. Must be able to develop a phone log and follow-up to ensure calls are returned.
Provide support with the day-to-day activities using an organized system.
Interact with BIO staff on projects and issues.
Copying, faxing, and filing as needed.
Sort mail/Fedex, etc. as needed.
Process all accounting matters and contracts. Route contracts internally and send approved contracts to third parties for counter signature.
Assist BIO Science and Regulatory Affairs department in researching policies important to BIO member companies.
Support for ECS Governing Board
Executive Assistant to EVP
Liaise as necessary with members of the Emerging Companies Section Governing Board and their executive assistants. Assist ECSGB members and their assistants with accommodations and registration for events as appropriate.
Develop annual schedules for committees of the Board and liaise with Board members’ EAs to ensure schedules are confirmed.
Maintain contact and distribution lists as well as ECS Governing Board rosters and schedules.
Assist with event preparation for ECS Governing Board and its Committees’ meetings, including maintain RSVP lists, developing name cards (“tent cards”), room set up, etc.
As appropriate, assist with the preparation of Board/Governing Board materials. Includes converting documents to PDF format, combining documents, and proofreading materials.
Develop individualized emails to Board members with schedules and materials for pending meetings.
As appropriate, assist with the publication and distribution of the ECS Governing Board New Member Orientation Book.
As appropriate, assist with taking minutes during ECSGB meeting and the development of a formal minutes document.
ECS Department Assistance
Coordinate the screening, evaluation, and recruitment of new hires.
Provide administrative support as directed for department directors. Includes support for scheduling and travel.
Review and approve expense reports filed by Department directors and time sheets for the Department.
Interact with department consultants, as needed, on projects and issues.
Manage logistics for several intra-departmental group conference calls; includes reserving the conference room, catering as needed, and executing room set-up and clean-up.
Maintain department’s library of publications.
Oversee the management of department temporary staff, as directed.
This individual must be very well organized, discreet, mature, and be able to handle sensitive information in a secure, confidential manner.
The individual should be able to interact with professional EA’s or individuals who represent CEOs/Board members both in written (email) and oral (phone) fashion. The individual should be a good listener who can react appropriately to competing concerns from Board members.
The individual must be both a self-starter, flexible, and a team player. Strong writing skills and affinity for technology are a plus.
Computer literate – Microsoft environment (Word, Excel, PowerPoint, Access), and Adobe Aerobat.
Comfortable working with numbers and excel spreadsheets.
Interact and communicate with all levels of the organization/BIO member companies. Maturity in interactions with Board members and their staff are required.
Knowledge of general office procedures and machines.
Travel up to 10%.
3+ years administrative experience
Previous scheduling experience preferred
Previous experience as an Executive Assistant Preferred, though not required.