Executive Assistant

Tenpoint Therapeutics, Ltd.

19d•$85,000 - $120,000•Hybrid

About The Position

Reporting to the CEO, the Executive Assistant (EA) provides proactive, hands-on support for the day-to-day business activities of several C-suite Executives, including the CEO, CFO, and other executives and team members as needed. The incumbent will also routinely work with the Board, Investors, and Partners in day-to-day dealings with the Company and our Executives. This key role helps to ensure our leadership team runs as efficiently as possible. There will also be additional duties related to office setup and operations as required by Tenpoint Leadership. We’re looking for an experienced Executive Assistant and Office Manager who is self-aware, able to anticipate needs, and execute with minimal direction, all the while exercising professionalism, discretion, and high-touch customer service, to join the wonderful team at Tenpoint. This is a hybrid role with this person based in New Jersey.

Requirements

High School Diploma or GED required; bachelor’s degree in psychology, administration, finance, HR, or other related discipline and at least 7 years of relevant work experience is strongly preferred
At least 5 years’ administrative experience supporting senior level executives; knowledge of biotech industry or start-up company environment with at least 1 year of experience directly supporting the C-suite is a plus
Must be Microsoft Office savvy and have extensive experience managing Outlook calendars, video conferencing (MS Teams, Zoom), and creating/editing Ppt, Acrobat, and DocuSign documents
Strong organizational skills, meticulous attention to detail, outstanding critical and creative thinking and problem-solving skills with the ability to provide solid rationale for recommendations
Excellent verbal and written communication skills; proficiency in copywriting and editing is strongly preferred
Exceptional interpersonal skills – must be able to successfully build relationships with and provide a positive experience for Board members, senior leadership, colleagues, investors, visitors, etc.
Must be able to balance taking minimal direction from others while operating independently to achieve results in a timely manner; anticipating needs is essential
Must be able to work flexible hours to support multiple and competing demands of organization and senior leadership operating in multiple time zones
Must exercise discretion and professionalism at all times

Nice To Haves

Experience leading an Admin Function or team of EAs is a plus
At least 5 years’ administrative experience supporting senior level executives; knowledge of biotech industry or start-up company environment with at least 1 year of experience directly supporting the C-suite is a plus

Responsibilities

Provide administrative support to our CEO, CFO, and VP of HR while maintaining high levels of discretion, integrity, and judgment when handling highly confidential and proprietary materials
Manage complex calendaring in multiple time zones
Organize complex domestic and international travel arrangements and itineraries
Assist members of our Board of Directors, Advisory Boards, and Investors.
Build relationships and partners effectively with all Colleagues, Consultants, and Partners
Prepare and review confidential correspondence, reports, and presentations; coordinate the production, assembly, and distribution of presentation materials
Attend meetings, record meeting minutes, plan and run both internal and external executive events, meetings (e.g., staff and all-hands), and off-sites
Arrange for meeting rooms, food service, supplies, and other materials, as needed
Write and edit key correspondence and manage filing of key corporate documents and ensure proper record management; copy and edit reports, presentations, and other written material as needed
Arrange the drafting and execution of confidentiality and consulting agreements
Build and define processes to manage/track administrative activities and help drive completion of key deliverables, analyses, reports, write-ups, etc.
Provide support on special projects as needed including research / project work
Manage file server, contracts, and reports
Ensure that the office runs smoothly by supporting all general office functions in a fast-paced environment
Provide main reception coverage for phones, front office, and meeting spaces and conference rooms; Manage access including proper distribution of key card
Develop and maintain vendor and service provider relationships including printer repair, plant watering, and delivery of common goods and supplies, ensuring proper inventory
Arrange travel, logistics, and itineraries for employees and guests as necessary
Plan and execute company retreats, special events, office-wide meetings, office relocations, and other special projects
Integrate new employees with necessary equipment and information
Manage certain financial duties for the company such as credit cards, expense reporting, and billing; maintain company records and ensure filing systems are kept current, secure, and accurate
Oversee and support all administrative responsibilities including equipment procurement and inventory, equipment setup, general office inventories, and office cleanliness and general maintenance
Develop and maintain a fun and friendly culture through small internal office activities (birthdays) and creating a warm, welcoming atmosphere in the office