Executive Assistant/Office Manager

We are seeking an Executive Assistant/Office Manager to join our team.  As an Executive Assistant/Office Manager, you will be working closely with our Chief Commercial Officer, our growing Commercial team while interfacing with the broader team including Development. Discovery and G&A to drive and support business management processes across multiple levels of the organization. You will have the opportunity to broaden your experience within operations while helping to drive change and impact as we move into our first dedicated office space in the Boston area.  

The position will coordinate several diverse tasks/projects at the same time and have a significant responsibility for key processes. An ideal candidate will have a strong grasp of computer software, technology, and meeting coordination, with the willingness to develop skill sets in business planning, acumen, and operational support. We are looking for a motivated self-starter and strong communicator with an elevated level of commitment, ownership, and keen sense of urgency.   

This position reports to the Chief Commercial Officer and will be located in the Boston, MA, USA location. 

RESPONSIBILITIES:

Administrative Duties  

• Provide dedicated administrative support to our Chief Commercial Officer and the Commercial team, including calendar management, travel and expense support.   
• Assess situations to determine the importance, urgency, and risks, and make clear decisions which are timely and in the best interests of the organization.   
• Support the preparation of meeting materials include creating slides in PowerPoint and setting up audience response systems as needed for presentations.  
• Diligently manage confidential and sensitive information relating to leadership roles and responsibilities including follow up on action items relating to programs, projects, Senior Executive Team meetings, Board presentations, etc. to support timely turnaround.  
• Effective calendar management that appropriately balances leadership availability, resolving scheduling conflicts and includes time for work completion.  
• Prepare for, and schedule, meetings; create and distribute meeting minutes.  
• Make and manage all travel arrangements and prepare detailed travel packages, including itineraries and supporting documents. (To include assessing flight options and booking flights, hotels, and ground transportation.)  
• Prepare expense reports, reconcile credit card statements per Company guidelines, and obtain approval signatures. 
• Support commercial meetings with logistical support (site identification, meals, etc.) in coordination with Commercial Team members.
• Tracking Commercial Budget in accordance with our Annual Operating Plan (AOP) while working with Finance team to ensure accurate reporting.  
• Anticipate, understand, and respond to the needs of internal and external stakeholders to meet or exceed their expectations within organizational parameters.   
• Proactively review administrative systems and processes to develop, update or improve to maximize efficiency and effectiveness; work with other administrative staff in Burnaby, BC office to ensure consistency across procedures where applicable.  
• Track international travel for tax purposes.  
• Vacation coverage for other administrative staff as applicable.  

Office Management Duties   

• Working closely with SVP in charge of Facilities, to coordinate and support facilities-related activities in Boston (e.g. maintaining long-term seating plan, coordinating as needed with contractors, etc.).
• Maintain office and kitchen supplies
• Coordination of commercial team meetings as required in Boston facility, support of cross-functional team meetings as required.  
• Recommend best practices and process improvements to ensure consistent and effective services and provide and contribute to the overall success of the office and organization.  
• Announce office-wide initiatives and other relevant information .
• Assist in planning office and other company events as needed.  
• Process incoming and outgoing mail and deliveries.  
• Manage office expenses, invoices, and payments.  
• Act in accordance with Company policies, including, for example, the Code of Business Conduct and Ethics and ensure policies are understood and followed by direct reports, if any 
• Other duties as assigned. 

QUALIFICATIONS:

• At least 6 to 8 years of administrative experience with C-Suite executives  
• Undergraduate degree, basic accounting preferred
• Experience in the biotech or pharma industry preferred  
• Office management experience preferred
• Excellent time management skills with a proven ability to meet deadlines  
• Ability to work in a quick-paced environment, adapt well to changing circumstances, direction, and strategy  
• Stellar verbal, written, and interpersonal skills  
• Professional and friendly demeanor with a “can do” approach  
• Exceptional customer service skills 
• Attention to detail and great organizational skills  
• Proven ability to handle sensitive and confidential information with integrity and discretion, exercising sound judgment, and being proactive  
• Experience recognizing needs, solving problems, and anticipating issues; solid analytical and creative problem-solving skills  
• Experience with Concur preferred
• Ability to work independently and with limited supervision  
• Proficient with Microsoft Office Suite or related software (including PowerPoint and Excel) 
  

The base salary range for this role is $105,400 to $133,300 USD; we will consider above this range for exceptional candidates. Base salary is determined by a combination of factors including, but not limited to, education and other qualifications, years of relevant experience, and internal equity.