Executive Assistant

SummaryThe Executive Assistant will provide comprehensive support to BioMADE’s Executive Office. The Executive Assistant (EA) is a critical member of the Executive Office, along with the Chief Executive Officer and the Chief of Staff and is responsible for managing the administrative and operational needs of the Executive Office. The EA must be comfortable crafting professional communication for a variety of audiences, triaging and executing tasks in an environment with dynamic priorities, and appropriately handling sensitive and confidential information. The EA will be managing the calendar for the Executive Office, handling confidential documents, writing correspondence, interacting with senior level contacts at external organizations, and coordinating with cross-functional teams across time-zones.Essential Duties and ResponsibilitiesComplete a broad variety of tasks in support of the Executive Office including tracking and supporting their engagement in internal and external projects and activities, prioritizing, and triaging inbound requests and correspondence, including sensitive government documents, and liaising with external stakeholders as first point of contact. with a variety of daily administrative tasks that include but are not limited to managing an active calendar; arranging complex and detailed travel itineraries and agendas; preparing briefing documents for meetings; finalizing and publishing presentations; drafting correspondence; entering data and managing file organization in internal systems; interacting with corporate executives and members of BioMADE’s Board of Directors; and assisting with managing invoices and expenses.the flow of paper for review and decision by executives; prepare briefing books and review packets with contributions across BioMADE.Discreetly handle confidential projects and communications.Communicate directly, and on behalf of assigned executives, with the broad range of individuals and groups on matters related to BioMADE initiatives and activities. Work closely and effectively with the CEO and Chief of Staff to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Prioritize conflicting requests for executives’ time, handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures. Provide back up for various functions for other executives and provide coverage as needed.Other duties as assigned.

Qualifications / Requirements10+ years of experience as an Executive Assistant, including at least five years supporting senior and/or c-level executives. Demonstrated ability to work independently on multiple complex assignments, establish priorities with minimal direction, develop own work methods and procedures, use initiative, discretion, and judgment, and make decisions within scope of work. Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail. Track record of producing written materials (emails, memos, briefing documents, etc.) that are appropriate for an executive audience. Experience handling sensitive and confidential information with discretion. Experience working with senior government stakeholders is a plus, but not required.Strong verbal and written communication skills, including a willingness to provide professional writing samples from past support roles. Must possess advanced skills with Microsoft Office applications: Power Point, Word, and Excel. Emotional maturity and ability to stay "above the fray” in a professional setting, maintain confidence at a high level, and act as a role model to other staff. Track record of outstanding performance as an individual contributor and, when necessary, the ability to act as a highly resourceful team-player.Experience partnering effectively with a team of administrative professionals to align priorities and support an organization’s executive team.Ability to build relationships with a wide variety of internal and external stakeholders, including staff, board members, partners, elected officials, and BioMADE members. Must possess the ability work multiple projects in a fast-paced environment and communicate progress and impediments across projects in a structured framework. Demonstrate an interest in learning more about BioMADE’s work.