executive assistant - Nashville, TN , USA, United States - Revance

Description

Executive Assistant


JOB SUMMARY

Revance (Nasdaq:
RVNC), is a commercial-stage biotechnology company focused on innovative aesthetic, therapeutic, and financial technology offerings, setting a new standard in healthcare.

Revance is setting the new standard for our clients through our disruptive products and for our employees through our industry-leading benefits that promote financial and physical health & well-being for all employees.

The Executive Assistant will work under the direction of the Chief of Staff to the CEO. This is a visible role at Revance headquarters in Nashville, TN.

You will be responsible for providing administrative support to executive and senior leadership including scheduling meetings, managing calendars, and travel arrangements.

You will facilitate and track progress of submitted contracts, purchase orders, and statement of work processes. This role may also assist with project planning and other commercial activities. This role is required to work in the office at least 4 days per week. Some travel may be required.

You will demonstrate poise, tact, and diplomacy to effectively present information and service all levels of staff and visitors while maintaining a high degree of professionalism and confidentiality with sensitive matters.

You will leverage your experience as a skilled administrative professional to work collaboratively and provide exceptional support to both internal staff and external stakeholders.

LOCATION Onsite 4-5 days a week in our beautiful Nashville, TN office


ESSENTIAL DUTIES

• Coordinate day-to-day operations for assigned work groups, providing comprehensive administrative support, and streamlining workflow for the functional leadership team and calendars/meetings as needed.
• Manage MSA, Statement of Work (SOW), Purchase Order (PO) and vendor set-up processes for site leaders, including tracking of all open POs and contracts.
• Manage and coordinate key communications with direct staff members role supports and their cross functional team
• Manage and coordinate projects for direct staff members role supports, requiring Microsoft Office tools and other software
• Coordinate and support virtual and in-person meeting requirements, including at times attending, note taking, action items, follow up
• Interface with technical operations and other cross-functional teams to facilitate meeting planning and organization.
• Facilitate meetings by creating structured agendas, preparing PowerPoint slides, preparing and distributing meeting materials, coordinating A/V and telecom meeting equipment, ensuring connectivity of remote participants, and taking minutes as needed.
• Coordinate budget management and accrual process including the submission and routing of key internal documents as required for the proper allocation and payments of funds.
• Work collaboratively with other administrative staff to ensure technical operations calendar alignment and optimization across full team.
• Identify facility, exhibit set-up, equipment, and catering requirements for meetings in Nashville and sometimes for customer or company events.
• Manage and reconcile corporate credit card accounts, senior team travel activity and expense report for assigned leaders.
• Compose internal and external correspondence, organizational updates, and routine communications, as needed.
• Assist with materials preparation for meetings if requested.
• Assist other departments with various projects as needed.
• Serves as a backup and partner to other Executive Assistants
• Ability to travel as needed.

EDUCATION

• AA or BA/BS Degree in Business Administration or equivalent administrative work experience.

EXPERIENCE

• Minimum of 8 years relevant administrative office assistant experience with C-Suite and/or high level executive support
• Microsoft Office proficiency
• Demonstrated ability for project management and coordination
• Demonstrated ability to be proactive, take initiative, anticipate needs of the leadership team and exercise independent, sound judgment
• Strong attention to detail with high level of efficiency and accuracy
• Advanced experience with Microsoft 365 including Word, Excel, Project and PowerPoint or equivalent required as well as Concur or similar expense reporting system
• Self-starter with ability to prioritize and multitask, ideally with prior start-up company experience
• Strong organization skills and must be able to work both independently and as part of a team
• Excellent communication (both verbal and written), customer service and phone skills are essential
• Very strong interpersonal skills and the ability to build relationships with key stakeholders
• Ability to work well under pressure in time-critical situations and be productive and self-motivated during slow periods
• Be able to lift 40 pounds for office supply shipments

COMPETENCIES

Key Competencies:

• Integrity, Trust, Ethics, Values
• Results oriented
• Strategic Skills
• Organizing/Priority Setting
• Business Acumen
• Planning
• Decision Quality
• Customer focused
• Conflict Management
• Interpersonal Savvy
• Negotiating
• Problem Solving
• Listening & Approachability
• Partnering

WORK ENVIRONMENT & PHYSICAL DEMANDS

This section of the job description is required by the American with Disability Act, (ADA).

The ADA requires that job descriptions reflect the physical and mental demands required to effectively perform the essential duties of the job.

The ADA prohibits employers from discriminating against a qualified individual with a disability in all aspects of the employment relationship.

A qualified individual with a disability is an individual who meets the education, experience, skill, and other job-related requirements of a position held or desired, and who, with reasonable accommodation, can perform the essential functions of a specified job.

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 10 pounds at times.

We are an equal opportunity employer. We are a company where diverse backgrounds, experiences and viewpoints are valued.

Revance does not discriminate in practices or employment opportunities on the basis of an individual's race, color, national or ethnic origin, religion, age, sex, gender, sexual orientation, marital status, veteran status, disability, or any other prohibited category set forth in federal or state regulations.