Executive Assistant - R&D

The Executive Assistant is responsible for supporting leadership and maximizing productivity. This multifaceted position involves managing executive calendars, collecting and preparing crucial information for meetings, providing high-level administrative support with discretion, and maintaining effective communication. The Executive Assistant must excel in self-sufficiency, adaptability, and financial accountability while also contributing to company culture through event coordination.

Understanding Clearwater's organization, coordinating travel, streamlining communication, and managing projects are key responsibilities. This role's collaborative problem-solving extends to resolving logistical issues with various departments, and it plays a crucial part in executive recruiting. Overall, the Executive Assistant ensures the seamless operation of Clearwater, requiring competence, independence, and minimal supervision. 

Responsibilities: 

• Acts as primary access agent, manages calendars, and prepares the executive for meetings, ensuring a well-organized schedule. 

• Collects and prepares information for use in discussions/meetings of executive staff and outside individuals, facilitating informed decision-making. 

• Performs high-level, confidential administrative support, maintaining discretion and trustworthiness. 

• Possesses the ability to complete complex tasks and projects quickly with little to no guidance, demonstrating a high degree of self-sufficiency. 

• Reacts with appropriate urgency to situations that require a quick turnaround and takes effective action without having to know the total picture, showcasing adaptability. 

• Processes monthly expense reports efficiently, contributing to financial accountability. 

• Assists with organizing Clearwater's annual company party, fostering team cohesion and a positive work culture. 

• Understands basic company organization, working relationships, and business partner roles and responsibilities, contributing to a harmonious work environment. 

• Successfully manages a complex executive calendar, handling scheduling and prioritization effectively. 

• Tracks and helps drive completion of key deliverables and follows up on outstanding items, ensuring that projects stay on track. 

• Streamlines inbound/outbound communications, maximizes productivity, and ensures all requests receive attention with the proper level of urgency, promoting efficiency. 

• Assists with planning Clearwater's annual calendar and facilitates the integration and prioritization of business activities, such as financial operational planning meetings. 

• Successfully manages a complex executive calendar, including vetting, prioritizing, and providing recommendations for scheduling. 

• Coordinates total travel, including air and ground transportation, hotel reservations, security, visas, and other travel documentation, ensuring a seamless travel experience. 

• Maintains an efficient flow of information between all levels, including internal and external contacts, on a wide spectrum of plans and priorities. 

• Drafts internal and external communications on behalf of the executive, maintaining a professional and consistent tone. 

• Assists the team with budgets, invoices, and successfully resolves any accounts payable or accounts receivable issues. 

• Assists with annual budget and headcount planning, contributing to the financial stability of the organization. 

• Files expense reports and proactively tracks reimbursement status, promoting financial accountability. 

• Manages projects, internal and external meetings, and large-scale events from budget planning through logistical coordination, ensuring successful outcomes. 

• Partners with Facilities, IT, and security to resolve any logistical issues, contributing to a smooth operational environment. 

• Assists with the full life cycle of executive recruiting, including booking interviews, liaising between the hiring team and the candidate, and coordinating onboarding, supporting the growth of the organization. 

Required Skills:  

• Outstanding verbal and written communication skills enable effective collaboration and clear articulation of ideas. 

• Strong organizational and interpersonal skills foster a productive work environment and positive relationships with colleagues. 

• Excellent attention to detail and strong documentation skills ensure accuracy and thoroughness in all project-related tasks. 

• Exceptional problem-solving abilities empower individuals to overcome challenges and find innovative solutions to complex issues.  

• Strong