Executive Assistant / Office Coordinator

CG Oncology•Dallas, TX

2h•$94,000 - $110,000•Remote

About The Position

Performs diversified, confidential, and a highly responsible level of professional administrative services in support of multiple executives. Work assignments can be complex and varied in nature where creativity and independent judgment, tact, and initiative are required in planning events and travel, interfacing with business leaders, and resolving administrative problems. Under both general and limited supervision, the Executive Assistant will need to exercise independent judgment in making administrative decisions and acts on behalf the executives supported based on their requests, needs, and preferences. They will need to be well versed and knowledgeable of compliance with organization policies, practices, personnel & corporate activities. This role will also provide periodic office management and operational support for the Dallas headquarters office, including coordination of office services, handling incoming mail/packages, and ensuring the office remains organized and operational for employees and visitors.

Requirements

Executive Assistant / Office Coordinator experience
Ability to handle sensitive and confidential information with discretion.
Proficiency in establishing priorities and resolving day-to-day operational issues.
Skill in strategizing to optimize executive time management.
Experience in planning and organizing meetings and events, including research and venue recommendation.
Ability to manage attendee lists and provide onsite support for events.
Experience in coordinating company events.
Proficiency in coordinating domestic and international travel arrangements.
Ability to act as a professional liaison between executives, managers, visitors, and external contacts.
Skill in fulfilling information requests from internal and external sources.
Experience managing information on platforms like CG Connect.
Proficiency in scheduling and maintaining executive calendars.
Ability to compile and analyze data for reports and presentations.
Experience in updating and managing databases.
Experience in office and facilities support, including mail handling and vendor coordination.
Familiarity with managing contracts, purchase orders (PO), contract authorization forms (CAF), master service agreements (MSA), and customer service agreements (CSA).
Ability to provide sick and vacation coverage.
Skill in researching corporate discounts.
Ability to provide ad hoc support to Sr. EAs and the MSL Team.

Responsibilities

Handle sensitive and confidential information: Exercise discretion in managing sensitive information and maintain confidentiality.
Establish priorities and resolve day-to-day operational issues: Identify and prioritize tasks to ensure efficient workflow and address operational challenges.
Strategize to optimize executive’s time: Develop strategies to enhance the time management on both macro and micro levels.
Plan and organize meetings and events: Coordinate logistics, create agendas, and manage participants for various meetings and events.
Research and recommend venues: Identify suitable locations and compare options for events and conferences.
Manage attendee lists: Maintain lists of attendees and confirmations for off-site meetings and conferences.
Provide onsite support: Offer on-site assistance as required for various events and activities.
Coordinate company events: Research, negotiate, and execute company events to ensure successful and memorable experiences.
Coordinate domestic and international travel arrangements: Arrange travel schedules, accommodations, and transportation for executives.
Act as a liaison between travelers and corporate travel services to facilitate seamless travel experiences.
Serve as a professional liaison: Act as a professional point of contact between executives, managers, visitors, and external contacts.
Fulfill information requests: Respond to inquiries and requests for information from internal and external sources.
Manage CG Connect information: Maintain and manage information on the CG Connect platform.
Schedule and maintain calendars: Manage executives' calendars, scheduling appointments, meetings, and events efficiently.
Compile and analyze data: Gather and analyze data to prepare reports and presentations for executives.
Update and manage databases: Maintain and organize data in databases for easy access and retrieval.
Serve as a point of contact for the Dallas headquarters office and provide periodic onsite office management support
Retrieve, sort, distribute, and process incoming mail and packages for the organization.
Coordinate office vendors, supplies, maintenance requests, and general workplace operations as needed.
Support onsite logistics for executive meetings, employee visits, and company events held at the Dallas office.
Provide DocuSign assistance, handle purchase orders (PO), contract authorization forms (CAF), master service agreements (MSA), and customer service agreements (CSA) to ensure compliance and efficiency.
Provide sick and vacation coverage: Fill in for colleagues during sick and/or vacation leaves.
Research corporate discounts: Identify and secure discounts for corporate services.
Provide ad hoc support to Sr. EAs and the MSL Team: Assist Sr Executive Assistants and the MSL Team as needed.