Executive Assistant

Position and Scope

The Executive Assistant position is ideal for an individual who is a highly self-motivated professional, and capable of managing their workload and prioritizing tasks in a fast-paced environment. The EA will serve as the secondary point of contact for the internal and external constituencies on all matters pertaining to the C-Suite, as instructed by the OM, EA to the CEO. The EA supports the C-Suite and occasionally others within the organization’s ELT team, to ensure of all administrative activities are achieved on-time and ahead of scheduled in a professional, service-oriented, and quality-focused manner.

With this highly visible and interactive position, the EA must represent BioTE with demonstrated professionalism and adherence to moral, ethical, and quality principles.

Duties and Responsibilities

Compose, edit and format high-quality, error-free correspondence, reports, presentations and other materials that include highly confidential information

Proactively maintain calendars, schedules and appointments of the ELT members and all activities related to meeting scheduling; including planning, preparation and distribution of material and agendas

Plan, organize and coordinate corporate events related to ELT members

Review and process contracts and expenses while maintaining confidentiality of all work material

Prepare travel itineraries and hotel reservations both domestic & international for the members of the ELT and visitors and establish schedules and appointments during visit

Friendly and professional with the ability to interact efficiently and in a timely manner with all internal staff including other executives as well as partner organizations

Organize/start online meetings; general understanding of internal technology procedures to assist ELT members

Completes special projects as assigned with minimal supervision

May perform basic budgetary duties including entering expenditure information and / or verifying appropriateness of charged costs

Asks probing questions to get to the root cause of a situation or a problem and offers suggestions to improve effectiveness of working relationships and job environment

Prepare materials for presentation at meetings such as using Corporate SharePoint site to post documents

Manage electronic document filing and libraries. Maintain and change general and proprietary files with current records, reports, data and related information

Prepare expense reports in Concur

Assist with hoteling offices

Assist with large events – hotel rooming blocks, ground transportation, catering, reservations

Assist with backing-up/relief for the front reception area when Office Coordinator is out

Meeting attendance and note-taking

Skills, Qualifications, and Experience Required

Minimum of 7+ years of administrative experience, a degree in administrative sciences or communications is preferred

Must excel in a fast-paced environment with the ability to exercise sound judgment when faced with ambiguity

Must have excellent planning, organizational, time management, written and oral communication skills

Must be proficient in Microsoft Office

Must display a professional image to all internal and external contacts

Must be able to manage multiple projects with sometimes conflicting demands and work cross functionally, valuing the importance of teamwork

Must have a proactive work style, flexibility, excellent follow-up skills, and the ability to prioritize tasks

Must be resourceful with excellent analytical and problem-solving skills

Personal Attributes

Collaborative – Incredibly effective with people, e.g., knows how to understand and learn from people, motivates enthusiasm and can drive decision-making. Excellent organization and decision-making skills that engage colleagues to make joint decisions and bring people together across boundaries to achieve results.

Innovative – Comes up with novel ideas and approaches to new opportunities that set the Company apart from the crowd and result in exceptional performance.

Pragmatic – Does not reinvent the wheel once something works and figures out how to scale processes and practices that drive efficiency and effectiveness.

Pride of Authorship – Intrinsically cares about the quality of their work.  High attention to detail.

Flexible and Resourceful – Thrives in a dynamic, growth business where new challenges are the order of the day and necessity is the mother of invention. Can adapt to shifting priorities, demands, and timelines and help their team adapt to changes in business priorities and focus areas.

Transparent – Understands that improvement only occurs when you acknowledge problems and mistakes and works openly to address them.

Communicative – Excellent oral and written communication; an ability to present and discuss technical information in a way that established rapport and gains understanding. Listens well and easily gains people’s trust.

Dynamic – Proven set of leadership skills that can attract, develop, and…