Executive Assistant to Chief Executive Officer - Philadelphia - Accordance Search Group

Description

Executive Assistant to the Chief Executive Officer

The Executive Assistant will be an integral member of the Office of the Chief Executive Officer (CEO), providing executive-level administrative support and partnership to the CEO and CEO Chief of Staff. The EA will report to the Chief of Staff.

Essential Functions

• Strategic Calendaring: Efficiently manage schedules, apply critical thinking to calendaring, and strategically block time to suit shifting priorities and meeting preparation, including related to external board obligations of CEO.
• Coordination: Partner closely with CEO to ensure relevant commitments and travel are shared with CEO's personal/family calendar. On occasion, assist with coordinating personal appointments for CEO, as challenges or conflicts arise from evolving professional schedule.
• Global Travel Planning: Prepare detailed itineraries and coordinate all aspects of domestic and international travel, including airfare, hotels, car services, and proactively securing office/desk space in corp offices for CEO and CoS. Support Chief of Staff in identifying in-person connections for CEO while traveling by suggesting and coordinating meaningful interactions with employees.
• Board Meeting/Director Support: Work with Director of Operations and third-party partner to support board director travel, lodging, dinner reservations, expense reimbursement, etc. Help manage communications and sourcing availability for meetings with directors, their executive assistants, and provide support as needed, including scheduling, travel, etc.
• Board Content: Support material upload and organization for board meetings, including managing permission for documents, uploading and linking approved materials, as appropriate.
• Expense Management: Prepare and submit expense reports for CEO and Chief of Staff within the 30 days allotted. Follow up with CEO's direct reports who have aging unsubmitted transactions.
• Procurement Management: Handle end-to-end process for relevant purchase requisitions, purchase orders, statements of work, check requests, and invoice transmittal and approval.
• Organizational Maintenance: Maintain organizational charts, email distribution lists, etc. for the Office of the CEO.
• Collaboration: Partner with administrative and Global Workplace professionals across multiple sites and time zones to deliver consistent support globally, as needed for executive committee meetings and any meetings for the Office of the CEO.
• Team Management: Manage team organizational tools like OneNote, Microsoft To Do, etc.
• Travel Expectation: Travel to up to four offsite meetings per year to support meeting logistics and provide offsite support, potentially internationally.

Qualities for Success:

• Attention to Detail: Must have exceptional attention to detail and organizational skills.
• Critical Thinking: Evaluate decisions, circumstances, and requests for meetings critically; be able to determine when decisions can be made independently and when guidance is needed.
• Creative: Incorporate creative approaches to projects by taking initiative and working independently or leading collaborative efforts.
• Proactive & Autonomy: Identify efficient and effective ways for the office of the CEO to operate. Stay three steps ahead in managing calendars, events, meetings, including planning time for review of materials, ensuring materials are ready and available as needed, etc. Ensure timeline delivery of all aspects of administration. Effective utilization of networks and resources to execute on requests proactively and autonomously (to save time for the CEO and Chief of Staff).
• Company Steward: Always represent the office of the CEO in a professional manner and adhere to regulatory, medical, and compliance marketing parameters.
• Presence: Serve as a core member of the team that thrives on positivity, transparency and trust. Show up as a leader representing the office of the CEO in all circumstances and demonstrate corporate values daily.
• Discretion: Maintain confidentiality and discretion at all times.
• Growth Mindset: Employ a growth mindset offering a willingness to try new things, learn and grow daily.
• Confidence to Constructively Challenge: Have the confidence to constructively challenge peers and superiors when needed to help protect time for the CEO and help run the office effectively.
• Prioritization: Employ master level prioritization skills, looking for ways to protect and gain time for the CEO and CoS to help ensure the most timely and important meetings and actions are focused on.

Required Knowledge, Skills, and Abilities

• Minimum of 10 years of professional experience in a C-Suite/senior-level administrative role responsible for one or more senior executives.
• Thrive in a fast-paced environment, preferably with experience in a biotech or pharmaceuticals company.
• Experience working in an international organization.
• Ability to prioritize and multi-task, work effectively with little or no direction, and build collaborative relationships with management, partners, and peers.
• Self-starter with the ability to be resourceful, leverage network, proactively seek information, and problem solve.
• Comfortable and effective working, collaborating, and communicating remotely.
• Effective written and oral communication skills.
• Strong interpersonal and facilitation skills; ability to interact with ease with board members and executives.
• Advanced self-awareness and drive for in-role development to continually elevate the level of autonomy and proactivity.
• Ability to work in a highly energetic, flexible, and fast-paced environment.
• Project management skills/certification preferred.

Required/Preferred Education and Licenses

• College degree is strongly preferred.
• Proven proficiency in Microsoft Outlook, Teams, Word, Excel, OneNote, PowerPoint, and Zoom.