Executive Assistant

Position SummaryThe Executive Assistant will report to the CEO and President and provide high-level administrative support to senior executives within the biotech space. This role involves managing schedules, coordinating meetings, booking travel, handling confidential information, and performing various administrative tasks to ensure efficient operations within the executive team.

Note: This role must be within commutable distance to our NYC office, with the ability to come into the office when our President and CEO are in the NYC office. This will not be a fixed schedule and could be as much as 5 days/week or work completely remotely while they are traveling.

Responsibilities:Travel Arrangements: Arrange domestic and international travel for executives, including flights, accommodations, and transportation, while adhering to company travel policies and budgets. Meeting Coordination: Coordinate and organize meetings, leadership events, board meetings, video conferences, including logistics, agenda preparation, and distribution of materials. Office Management: Coordinate office logistics, order snacks, ordering food and/or catering, check the mail, partner with our parent company and provide visitor access, to ensure a well-functioning work environment. Expense Management: Manage executives' expenses, including processing reimbursements, tracking expenses, and maintaining accurate records. Project Support: Assist with special projects and initiatives as assigned by executives. Stakeholder Liaison: Serve as a primary point of contact for internal and external stakeholders, maintaining professional communication and relationships. Centralize all contact information and tracking documents. Confidentiality Management: Handle sensitive and confidential information with discretion and maintain confidentiality at all times. Calendar Management: Manage and maintain executives' calendars, schedule meetings, appointments, and travel arrangements. Communication Management: Provide daily emails of a briefing on outstanding administrative tasks. Document Preparation: Prepare and edit correspondence, reports, presentations, and other documents for executives, ensuring accuracy and professionalism. Manage executives memberships.

Qualifications:Flexibility in coming to the NYC office when the President and CEO are in the office – there is no fixed schedule for this. At least 3 years of proven experience as an executive assistant or administrative assistant, preferably within the biotech or pharmaceutical industry. Demonstrated experience in booking and tracking international and domestic travel, obtaining visas, and arranging ground transportation. Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Sharepoint Teams) and other office productivity software. Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment. Professional and polished written and verbal communicator with experience communicating with executives, shareholders, and investors. Discretion and confidentiality when handling sensitive information. Attention to detail and accuracy in all work tasks. Ability to work independently with minimal supervision and as part of a team. Flexibility and adaptability to changing priorities and requirements.

Preferred qualificationsBachelor's degree in business administration, life sciences, or related field preferred. Strong interest in the Life Sciences industryExperience with ExpensifyAdvanced experience with Outlook (i.e. mail merge, conditional formatting, template creation, cross-post between calendars, exporting spreadsheetsExperience in a start-up environment

Interview process:1 hour screening & interview via video interview with HRIn-person interviews with our President and CEO

Salary range:The salary range for this role is, $80,000 - 100,000 and is eligible for an annual bonus. Actual salary may vary based on level, location, work experience, performance, and other factors evaluated during the hiring process.

What we offer90% of premiums covered by the employer for medical insurance, including dependents; generous contributions to the HSA plan100% of vision, dental, short-term disability, long-term disability, and life insurance coveredAdditional supplemental benefits are also offeredCommuter benefitsEmployee Assistance program5% contribution to 401K regardless of employee contributionStudent Loans repayment assistanceChoice of Mac or PCApple AirpodsLatest Apple iPhoneBeautiful office in NYC, including a gym

Disclosures

Fraudulent Employment Opportunity Disclaimer: Please be aware that there are certain individuals and entities that fraudulently misrepresent to job seekers that ITB-MED has open employment positions when in fact those positions are not available. We do not recruit or offer positions via text messages, Signal, Facebook, WhatsApp, or any other messaging platforms. ITB-MED does not recruit on Upwork, Guru, or other similar freelancing sites, and will only reach out to you should you have applied directly online through our Careers Page.

ITB-MED does not ask you to send money and/or personal details such as banking information, passport and/or visa information. Should you think you have been a victim, please report the incident to legal@itb-med.com, the Federal Trade Commission (FTC) and/or the FBI Internet Crime Complaint Center.

External Recruiting Agencies: ITB-MED is not partnering with any external recruiters for this role at this time.

E-Verify: ITB-MED participates in E-Verify which confirms employment authorization of all newly hired employees through an electronic database maintained by the Social Security Administration and Department of Homeland Security. For new hires, the E-Verify process is completed in conjunction with the Form I-9 Employment Eligibility Verification within the first three days of employment. E-Verify is not used as a tool to pre-screen candidates. For up-to-date information on E-Verify, go to www.uscis.gov and click on 'E-Verify' located near the bottom of the page.