Executive Administrative Assistant to the Sr. VP of Research and Development

Executive Assistant to the Senior Vice President of Research & Development

The Executive Assistant to the Senior Vice President of Research & Development plays a critical role in ensuring the seamless operation of executive-level functions within the organization! This individual will provide high-level administrative support while maintaining the utmost confidentiality, proactively anticipating needs, and fostering a highly responsive relationship in a fast-paced and dynamic environment!

Confidentiality and discretion are core to this role, as the Executive Assistant will regularly handle sensitive information and high-stakes decisions that directly impact the organization. Success in this role requires a commitment to trustworthiness, precision, and professionalism.
 

In this Role, Your Responsibilities Will Be:

• Provide comprehensive administrative support to the Senior Vice President of Research & Development and other assigned leaders as needed.
• Handle complex calendars and coordinate scheduling, ensuring efficient prioritization and flow of information.
• Conduct and lead highly confidential projects with discretion and accuracy.
• Organize and streamline workflows, ensuring timely follow-ups, task completion, and proper documentation.
• Prepare and submit expense reports, process invoices, and handle office supplies and equipment.
• Serve as the first point of contact for internal and external inquiries, screening calls, visitors, and correspondence with the utmost professionalism and confidentiality.
  Schedule and organize meetings, including monthly staff meetings, off-site events, and executive-level engagements.
• Plan and handle all travel arrangements, including domestic and international travel, visas, itineraries, and ground transportation, ensuring alignment with organizational policies and preferences. 
• Mentor and lead other administrative staff to ensure consistency, alignment, and operational efficiency.
• Organize team-building events, retreats, and morale-boosting activities to cultivate engagement and productivity.
• Serve as a role model and advisor for the administrative team, encouraging professional growth and collaboration.
• Draft, edit, and format reports, presentations, and correspondence with high attention to detail and professionalism.
• Communicate effectively across all organizational levels, serving as a liaison between executives, teams, and external customers.
• Distribute department-related information, updates, and announcements, while safeguarding sensitive data.
• Plan and implement executive team events, retreats, and department-wide activities.
• Collaborate on event logistics, including venue selection, agenda development, and post-event follow-ups.
• Act as a trusted advisor, providing insights, recommendations, and proactive support for decision-making processes.
• Coordinate cross-functional projects and initiatives, ensuring alignment with organizational priorities.
• Facilitate communication and collaboration between the executive team and other departments while maintaining confidentiality.  

For This Role, You Will Need:

• Experience: 7+ years of experience in an Executive Assistant role, and/or C-Suite support, with a proven ability to handle sensitive information with discretion.
• Education: High school diploma required (college degree preferred but not required).
• Technical Skills: Advanced proficiency in Microsoft Office Suite, particularly Outlook, Excel, PowerPoint, and Word.
• Communication Skills: Strong written and verbal communication skills, with the ability to craft polished correspondence, presentations, and reports.
• Organizational Skills: Exceptional attention to detail, with the ability to handle multiple deadlines and prioritize effectively in a fast-paced environment.
• Professionalism: Demonstrated ability to maintain absolute discretion, confidentiality, and sound judgment in high-pressure situations.
• Adaptability: Flexible and responsive to changing priorities and time pressures.

 

Who Are You: 

• You thrive in dynamic environments and effectively manage competing priorities.
• You are proactive and anticipate needs before they arise 
• You excel at maintaining confidentiality and handling sensitive information with the utmost discretion.
• You collaborate with diverse teams and personality types to achieve goals.
• You bring a positive, collegial attitude to your work and foster strong relationships across all organizational levels.