Executive Assistant / Office Coordinator

About the Opportunity

Are you ready to make a difference in the world and become part of a patient-centered team that is focused on Attacking Bladder Cancer for a Better Tomorrow? The organization believes that by having exceptionally talented individuals on the team who share a passion and enjoy working together, it can truly achieve its Vision and Mission to benefit patients around the world.

Every day significant advancements are being made across multiple pipelines, and the organization is growing rapidly to meet the needs of patients who cannot afford to wait to benefit from novel immunotherapies. Please review this job posting and the Values, and if they resonate and are what you expect from your organization and team, then we would like to hear from you.

About the role

Performs diversified, confidential, and a highly responsible level of professional administrative services in support of multiple executives. Work assignments can be complex and varied in nature where creativity and independent judgment, tact, and initiative are required in planning events and travel, interfacing with business leaders, and resolving administrative problems.

Under both general and limited supervision, the Executive Assistant will need to exercise independent judgment in making administrative decisions and acts on behalf of the executives supported based on their requests, needs, and preferences. They will need to be well versed and knowledgeable of compliance with organization policies, practices, personnel & corporate activities.

This role will also provide periodic office management and operational support for the headquarters office, including coordination of office services, handling incoming mail/packages, and ensuring the office remains organized and operational for employees and visitors.

Key Responsibilities

Administrative Support:

• Handle sensitive and confidential information: Exercise discretion in managing sensitive information and maintain confidentiality.
• Establish priorities and resolve day-to-day operational issues: Identify and prioritize tasks to ensure efficient workflow and address operational challenges.
• Strategize to optimize executive’s time: Develop strategies to enhance time management on both macro and micro levels.

Meet and Event Planning:

• Plan and organize meetings and events: Coordinate logistics, create agendas, and manage participants for various meetings and events.
• Research and recommend venues: Identify suitable locations and compare options for events and conferences.
• Manage attendee lists: Maintain lists of attendees and confirmations for off-site meetings and conferences.
• Provide onsite support: Offer on-site assistance as required for various events and activities.
• Coordinate company events: Research, negotiate, and execute company events to ensure successful and memorable experiences.

Travel Coordination:

• Coordinate domestic and international travel arrangements: Arrange travel schedules, accommodations, and transportation for executives.
• Act as a liaison between travelers and corporate travel services to facilitate seamless travel experiences.

Liaison and Information Management:

• Serve as a professional liaison: Act as a professional point of contact between executives, managers, visitors, and external contacts.
• Fulfill information requests: Respond to inquiries and requests for information from internal and external sources.
• Manage information on the platform: Maintain and manage information on the platform.

Calendar Management:

• Schedule and maintain calendars: Manage executives' calendars, scheduling appointments, meetings, and events efficiently.

Data Management and Analysis:

• Compile and analyze data: Gather and analyze data to prepare reports and presentations for executives.
• Update and manage databases: Maintain and organize data in databases for easy access and retrieval.

Office and Facilities Support:

• Serve as a point of contact for the headquarters office and provide periodic onsite office management support.
• Retrieve, sort, distribute, and process incoming mail and packages for the organization.
• Coordinate office vendors, supplies, maintenance requests, and general workplace operations as needed.
• Support onsite logistics for executive meetings, employee visits, and company events held at the office.
• Manage contracts: Provide assistance with electronic signature platforms, handle purchase orders (PO), contract authorization forms (CAF), master service agreements (MSA), and customer service agreements (CSA) to ensure compliance and efficiency.

Additional Duties:

• Provide sick and vacation coverage: Fill in for colleagues during sick and/or vacation leaves.
• Research corporate discounts: Identify and secure discounts for corporate services.
• Provide ad hoc support to Sr. EAs and the MSL Team: Assist Sr Executive Assistants and the MSL Team as needed.

Qualifications

Describe the experience and attributes of the ideal candidate

Total Rewards

The organization offers very competitive and comprehensive Total Rewards, helping to support and reward the global team of high-performing employees focused on developing bladder-saving therapeutics for patients afflicted with bladder cancer.

• HIGHLY COMPETITIVE SALARIES
• ANNUAL PERFORMANCE/MERIT REVIEWS
• ANNUAL PERFORMANCE BONUSES
• EQUITY
• SPECIAL RECOGNITION

Well-Being Benefits

In addition to Total Rewards, the organization offers a variety of Well-Being Benefits to meet the majority of the needs of the unique and growing workforce. These benefits are designed to support the team to achieve a healthy balance between work and personal lives to remain refreshed, engaged, and creating an environment where each person can find a deeper meaning and purpose in their work.

Well-Being Benefits eligibility begins the 1st of the month after hire. While a majority of these benefits are for the US-based workforce, the organization continues to assess comparable levels of benefits for international team members that are aligned with country-specific regulations and their national programs offered.

• FULLY REMOTE WORK ENVIRONMENT
• REST AND RECHARGE BENEFITS - Unlimited Flexible Time Off
• HOLIDAYS – In the upcoming year, 14 holidays will be observed
• RETIREMENT – 401K with 100% company Safe Harbor match up to 4% of base salary
• HEALTH (MEDICAL, DENTAL, VISION) – PPO & HDHP
• HEALTH SPENDING ACCOUNTS - HSA (with Annual Company Contribution), FSA, FSA-CDI
• ILLNESS & DISABILITY PROTECTION – Company Paid LTD Coverage + Voluntary Plans
• LIFE INSURANCE – Company Paid 1 x base salary + Voluntary Plans
• ADDITIONAL EXCLUSIVE BENEFITS – Voluntary Legal, Pet, Plus More

The organization is an Equal Opportunity Employer:All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status. The organization is building a community of intelligent and passionate team members that share its Vision, Mission and Values, and while the biotechnology space can feel limited in BIPOC, non-binary and even female representation, the organization endeavors to make hiring decisions that will continue to grow and support the team in the direction of maintaining cultural diversity and sustainability.

Key skills/competency

• Executive Assistant
• Office Coordination
• Calendar Management
• Travel Arrangements
• Event Planning
• Confidentiality
• Communication
• Organization
• Problem-Solving
• Proactiveness