Executive Assistant

Executive AssistantW2 Contract-to-HireSalary Range: $89,500 - $99,800 per yearLocation: Weston, FL - Onsite RoleJob Summary:As an Executive Assistant, you will provide high-level administrative support to the CEO and C-suite. You will act as a liaison to the board of directors, scientific advisory board, and senior management teams, organizing and coordinating executive outreach and external relations efforts and overseeing special projects.Duties and Responsibilities:Complete various administrative tasks for the CEO and C-suite, including managing calendars, completing expense reports, composing and preparing presentations and correspondence, arranging travel plans, itineraries, and agendas, compiling meeting preparation documents, and writing meeting minutes.Plan, coordinate, and ensure the CEO and C-suite schedule is accommodated. Act as the "gatekeeper" and "gateway" for the CEO and C-suite, providing optimal access to the CEO and C-suites time and offices.Communicate directly and on behalf of the CEO and C-suite with Board members, investors, staff, and others.Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO and C-suite, including those sensitive or confidential. Propose an appropriate course of action, referral, or response.Provide a bridge for smooth communication between the CEO and C-suites offices and internal departments, demonstrating leadership to maintain credibility, trust, and support with senior management staff.Work closely and effectively with the CEO and C-suite to inform them of upcoming commitments and responsibilities, following up appropriately.Provide leadership to build relationships crucial to the organizations success and manage various special projects for the CEO and C-suite, some of which may have organizational impact.Work efficiently with a hands-on approach, including drafting letters, correspondence, and other tasks that facilitate the CEO and C-suites ability to lead the company effectively.Prioritize conflicting needs, handle matters expeditiously and proactively, and follow through on projects to successful completion, often with deadline pressures.Serve as the CEO and C-suites administrative liaison to the board of directors and scientific advisory board.Assist board members with travel arrangements, lodging, and meal planning as needed.Prepare meeting materials, including minutes and resolutions, to ensure productive meetings.Maintain discretion and confidentiality in relationships with all board members.Adhere to compliance with applicable rules and regulations set in by laws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.Participate as an adjunct member of the Executive Team, including assisting in scheduling meetings, attending all meetings, and taking meeting minutes.Assist in coordinating the agenda and logistics of senior management team meetings, offsites, and all staff meetings.Facilitate cross-divisional coordination of travel and outreach plans.Ensure that the CEO and C-suites biography and the company introductory slide deck are kept updated and respond to requests for general materials regarding the CEO, C-suite, and the organization.Edit and complete first drafts for written communications to external stakeholders.Arrange and participate in investor meetings and conferences to keep investors and analysts well-informed about the companys business and pipeline.Keep close relationships with both domestic and overseas investors and analysts.Enhance and update the information available to investors on the company website.Assist the public relations contractors with media press releases and interviews.Requirements and Qualifications:Bachelors degree required5-10 years of experience supporting C-Level Executives, preferably in a publicly listed pharmaceutical companyExperience in internal and external communications, partnership development, and fund-raisingExcellent written and oral English communication skills, proficiency in Chinese (Mandarin) a plusProficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and social media web platforms.Strong organizational skills that reflect an ability to perform and prioritize multiple tasks seamlessly with excellent attention to detailsExcellent interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and investorsDemonstrated proactive approaches to problem-solving with strong decision-making capabilityEmotional maturityHighly resourceful team player with the ability to also be extremely effective independentlyProven ability to handle confidential information with discretion, be adaptable to various competing demandsDemonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environmentA forward-looking thinker who actively seeks opportunities and proposes solutionsBayside Solutions, Inc. is not able to sponsor any candidates at this time. Additionally, candidates for this position must qualify as a W2 candidate.Bayside Solutions, Inc. may collect your personal information during the position application process. Please reference Bayside Solutions, Inc.s CCPA Privacy Policy at .Desired Skills and ExperienceExecutive support, C-suite, scheduling, calendaring, expense reporting, communications, partnership development, fund-raising, correspondence, travel arrangements, meetings, outreach, bilingual, Microsoft Office, Adobe Acrobat, social media

Created: 2025-03-10