JOB DESCRIPTION *** You MUST live in the Boston area and comfortable working a HYBRID schedule to qualify for this role. ***
For over thirty years, Cytel has enabled the world’s biotech and pharmaceutical companies to make confident, evidence-based decisions to ensure successful outcomes. As industry leaders in delivering advanced data analytics solutions, we continually invest in deepening our expertise.
As an executive support team member, you will be part of team of EAs working across the organization within a collaborative / supportive environment, fast pace and continuous improvement setting.
RESPONSIBILITIES Executive Support
• Provide high-level executive administrative support to senior level executives
• Proactively manage diverse complex calendars. Respond rapidly and professionally to high volume of scheduling requests and changes while acting as a liaison and applying critical thought to prioritize requests with executive’s priorities.
• Manage contacts, communicate and collaborate with internal and external individuals which may include founders, investors, vendors, partners, or employees
• Assist in the development and organization of support materials for meetings and conferences (e.g. presentation slides, excel files, reports, etc.)
• Arrange and coordinate domestic and international travel, accommodations, agendas, and itineraries.
• Expense reconciliation and reporting including filing reports in timely manner with full accuracy
• Proactively anticipate administrative support needs especially to align with company, executive and team needs, goals, and expectations
• Assist with various meeting/event planning including but not limited to offsites, all hands, leadership meetings (booking conference rooms, group reservations, catering, and other logistics)
Office Management
• Manage vendor relationships and handle office vendor billing management
• Coordinate/oversee day-to-day office operations including but not limited to maintaining office & kitchen supplies, conference rooms, & common areas, manage lunches/catering
• Point of contact for visiting parties; meeting space inquiries; and building security, including registering guests
• Manage building maintenance requests
• Sign for deliveries, distribute mail, and assist office with shipping needs
Other Support
• Collaborate and coordinate with internal team members to create an extraordinary employee and visitor experience at Cytel
• Partner with HR, Finance, and Operations with various requirements and projects
• Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner
• Anticipate questions and organize priorities.
• Demonstrate proactive, intuitive, and resourceful approach in all areas of work
• Demonstrate a high degree of independence, discretion, practical judgment, technical know-how, and focus on detail
• Participate as needed in special projects and events
• Additional projects as assigned
QUALIFICATIONS • Bachelor’s degree preferred or equivalent experience in administrative support of multiple senior level executives
• 6 years of direct experience as an AA
• At least 2-3 years of senior administrative experience in a technology or services business or life science-related industry or high-paced organization preferred
• Ability to work independently and as part of a team
• Collaborative work style; ability to work well in a team environment
• Demonstrated strong work ethic with high degree of discretion, good judgement particularly as it relates to sensitive and confidential information
• Technology savvy with a strong knowledge working with Microsoft Office
• Excellent written and verbal communication skills
• Excellent time management and organizational skills with demonstrated ability to set and meet deadlines while advancing multiple priorities
• Strong interpersonal skills with a customer service focus
*** You MUST live in the Boston area and comfortable working a HYBRID schedule to qualify for this role. ***