Executive Assistant
BioSpace · Malvern, PA
- On site
- Full-time
- $75,000 / year
- Malvern, PA
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Subject: Interested in the Executive Assistant role at BioSpace
Hi Dana — I came across the Executive Assistant opening and wanted to reach out directly. I've spent the last few years doing exactly this kind of work, and BioSpace stood out because…
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Job highlights
- Support CMO and CEO with diverse administrative tasks.
- Manage calendars, travel, and presentations.
- Coordinate internal and external meetings meticulously.
- Handle confidential information with discretion.
- Requires flexibility, 24/7 availability, and attention to detail.
About the role
Job Purpose
The Executive Assistant will provide support to the CMO, as well as backup support to the CEO with diverse administrative duties and create a positive first impression of Ocugen. This position will report to the Senior Executive Business Manager.
Duties And Responsibilities
- Administrative support to include heavy calendar management, domestic and international travel, preparing presentations and itineraries, expense reporting
- Coordinate and manage a high level of internal and external meetings to ensure all logistics, i.e. conference rooms, venue, telecommunications equipment, catering, etc., and meeting materials are meticulously planned and prepared.
- Organize and coordinate office administrative procedures
- Manage confidential information, exercising a high level of discretion
- Schedule Board of Directors and Scientific Advisory Board meetings
- Resolve routine and non-routine inquiries, filtering and managing requests, providing information through independent research and use of internal/external resources
- Organize paperwork and files in a way that is easily retrievable
- Provide support to all departments as requested
- Maintain effective relationships with internal and external contacts
- Additional tasks and projects as requested
- May occasionally need to travel with executives to conferences and off-site meetings
Qualifications
- Bachelor’s degree in business discipline required
- Minimum of 3 to 5 years in an administrative role, preferably supporting senior management, Board interactions preferred
- Top notch technical (MS Office Suite) and written verbal/communication skills
- Demonstrated ability to take ownership, initiate and establish priorities, anticipate needs and handle multiple tasks simultaneously under demanding time constraints with minimal direction, in order to deliver on commitments and deadlines
- Demonstrated ability to maintain strict and complete confidentiality and must exercise discretion and independent judgement with respect to matters of significance
- High attention to detail with excellent organization and planning skills
- Flexibility to adjust schedule according to business demands
- Must have 24/7 mentality and occasionally be available on weekends/evenings for support
Working Conditions
Incumbent will primarily work Monday – Friday during normal business hours in an office environment.
Ocugen is an equal opportunity employer. In order to provide equal employment and advancement opportunities to all individuals, we make all of our employment decisions based upon merit, qualifications, abilities, and an individual’s conduct and performance. We will not make any of our decisions, and will not discriminate against any employee or applicant, on the basis of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including pregnancy), gender (including sexual orientation, gender identity and status as a transgender or transsexual individual), age, physical or mental disability, citizenship, past, current or prospective service in the uniformed services, genetic information, or any other characteristic protected from discrimination under the law. Ocugen complies with applicable federal, state and local laws governing nondiscrimination in employment.
Key skills/competency
- Executive Assistant
- Administrative Support
- Calendar Management
- Travel Arrangements
- Meeting Coordination
- Confidentiality
- MS Office Suite
- Discretion
- Organization Skills
- Communication Skills
Skills & topics
- Executive Assistant
- Administrative Support
- Calendar Management
- Travel Coordination
- Meeting Planning
- Confidentiality
- MS Office Suite
- Senior Management Support
- Board Meetings
- Office Administration
How to get hired
- Tailor your resume: Highlight relevant administrative and senior support experience.
- Showcase technical skills: Emphasize proficiency in MS Office Suite.
- Demonstrate discretion: Provide examples of handling confidential information.
- Highlight organizational skills: Detail your experience with calendar and travel management.
- Emphasize flexibility: Mention your 24/7 availability and adaptability.
Technical preparation
Behavioral questions
Frequently asked questions
- What is the primary role of an Executive Assistant at BioSpace?
- The Executive Assistant at BioSpace primarily supports the CMO and provides backup support to the CEO, handling diverse administrative duties and managing logistics to ensure smooth operations and a positive impression of the company.
- What qualifications are essential for the Executive Assistant position at BioSpace?
- Essential qualifications include a Bachelor's degree, 3-5 years of administrative experience (preferably supporting senior management), strong MS Office Suite skills, excellent communication, discretion, organizational skills, and the ability to work under pressure with minimal direction.
- Is there a requirement for an Executive Assistant to handle confidential information at BioSpace?
- Yes, a critical aspect of the Executive Assistant role at BioSpace is the ability to manage confidential information with a high level of discretion and independent judgment, as detailed in the job description.
- What is the expected work arrangement for an Executive Assistant at BioSpace?
- The role is primarily based in an office environment, with the incumbent working Monday to Friday during normal business hours. However, flexibility is required, including occasional availability on weekends/evenings.
- Does BioSpace require an Executive Assistant to travel?
- Yes, the Executive Assistant may occasionally need to travel with executives to conferences and off-site meetings, in addition to managing domestic and international travel arrangements for others.
- What type of technical skills are needed for the Executive Assistant role?
- Proficiency in the MS Office Suite is a key technical requirement for the Executive Assistant role, enabling effective calendar management, presentation preparation, and other administrative tasks.
- How does BioSpace ensure equal employment opportunities for an Executive Assistant?
- BioSpace is an equal opportunity employer and bases all employment decisions on merit, qualifications, and performance, without regard to race, color, religion, sex, age, disability, or any other protected characteristic.