Executive Assistant, R&D

Asklepios BioPharmaceutical, Inc. (AskBio) • Durham, NC

73d

About The Position

The Executive Assistant to the Chief Scientific Officer will be the single point of contact for the administrative needs of the CSO here at AskBio. The ideal candidate must be able to arrange travel and meetings of the CSO across sites/geographies, demonstrate leadership and strong collaboration with administrative colleagues throughout the organization at AskBio and Bayer, and have the flexibility to respond to shifting priorities with great frequency in a fast-paced environment. This position is based at AskBio's Headquarters in RTP, North Carolina.

Requirements

• Bachelor's degree and 5+ years' administrative support experience OR High School Diploma and 9+ years' administrative support experience.
• Unrivaled organization skills with a keen ability to prioritize and juggle tasks and projects.
• Experience arranging and managing domestic and international travel.
• Strong experience and expertise using the MS Office suite (Outlook, PowerPoint, Excel and Word), Teams, SharePoint and Concur (Travel and Expense).
• Maturity and discretion to manage and maintain confidential and sensitive information.
• Advanced communication skills, both verbal and written.
• Works well collaborating with others and networking with senior key internal/external stakeholders.
• Proven dependability, reliability, and resilience.
• Strong sense of urgency and a record of proactively taking initiative with minimal supervision.

Nice To Haves

• Bachelor's Degree in a related field.
• Experience in arranging international travel.

Responsibilities

• Full travel management and planning across multiple sites and geographies of AskBio and Bayer, including research options and booking flights, car, hotel, passport/visa(s), entertainment/dinners, and ensuring all itineraries and details are added to exec calendars/schedules.
• Complete expense reports and/or check requests, process invoices, review Purchase Orders, and track project expenses.
• Full global calendar management (calendar owner) including scheduling all meetings (internal/external), logistical details such as scheduling across time zones, resolving conflicts, accepting meetings, and maintaining and managing executives' calendar to be current and up to date.
• Schedule meetings, appointments, and travel worldwide.
• Collect and provide prep in advance for exec which includes agendas, objectives, reports, and materials as required.
• Coordinate meetings, events, and off-sites including scheduling and agenda prep and dissemination.
• Provide CSO with consistent meeting reminders and details for each meeting.
• Ensure meeting room and Teams calls are set up as planned prior to meeting, ensure IT/Equipment fit meeting requirements, assisting with start of meeting includes turning on equipment, starting Zoom/conference call connection, ensuring participants in attendance.
• Order food, secure locations and set up, secure equipment resources needed, coordinate hotel and transportation services.
• Facilitate transitions between contacts and greet guests as appropriate.
• Maintain team emails distribution lists.
• Manage highly confidential and sensitive information.
• Create and maintain org charts.
• Assist with passport and visas as needed.
• Manage vacation schedules.
• Order office supplies and equipment where needed.

What This Job Offers

• Industry: Professional, Scientific, and Technical Services
• Education Level: Bachelor's degree
• Number of Employees: 501-1,000 employees