Biotechnology Innovation Organization (BIO) is the world’s largest advocacy association representing member companies, state biotechnology groups, academic and research institutions, and related organizations across the United States and in 30+ countries. BIO members are involved in the research and development of innovative healthcare, agricultural, industrial and environmental biotechnology products. BIO also produces the BIO International Convention, the world’s largest gathering of the biotechnology industry, along with industry-leading investor and partnering meetings held around the world.
The Executive Assistant will provide high-level administrative support to executives in the Executive Office by acting as a project manager of people: conducting meeting coordination, preparing reports and presentations, handling information requests, managing business-related event planning and coordination, and performing a wide variety of other administrative functions. An ideal candidate is responsive, thoughtful, self-directed, proactive, positive, and can communicate effectively and efficiently.
Primary Responsibilities
- Manage ad hoc projects to support the broader teams as assigned.
- Prepare for department meetings, i.e., reserve the conference room, set-up and clean-up as needed.
- Organize Board of Directors committee meetings by creating accurate agendas, distributing meeting materials, and retaining documents using BIO systems, e.g., Fonteva, Diligent, etc.
- Provide administrative support for select executives including the CFO, the Ops CoE and another CoE
- Provide backup support to the CEO’s assistant and collaborate with other assistants as needed.
- Prepare or coordinate the preparation of correspondence, forms, reports, presentation materials, and other written communication as required.
- Manage daily calendars and coordinate meetings, conferences, special events, and appointments.
- Prepare, process, and edit financial or operational information, data, and documents, including materials necessary for meetings, special projects, and reports for internal and external stakeholders.
- Manage travel arrangements and schedules for the executive, including arranging meetings, booking accommodations, and submitting expense reports.
- Manage and process expense reports and invoices within Concur.
- Respond to telephone calls, transmit messages, and ensure appropriate follow-up measures are taken.
- Serve as the primary liaison between the executive’s office and BIO departments for scheduling matters.
- Serve as a primary liaison with external organizations and coordinate requests with the executive.
- Organize meetings on behalf of the executive, including monthly leadership meetings, annual retreats, and all staff meetings. Track attendance, create the agenda for review, and prepare meeting minutes as required.
- Assist in preparing materials for Board of Directors meetings and executive meetings with BIO staff.
- Attend meetings as requested and prepare meeting minutes.
- Organize team-building activities, birthday cards, sympathy/congratulatory gifts, and holiday parties for your executive’s departments.
Education and Certifications
- Bachelor’s degree preferred
Experience
- 6+ years of administrative experience at the executive level
Knowledge, Skills, and Abilities (KSA’s)
- Proficient in Microsoft Office suite, including Outlook, Word, Excel, PowerPoint, and Access.
- Excellent customer service and written and oral communication skills.
- Strong organizational skills with the ability to manage deadlines, prioritize workload, and quickly adapt to changing needs.
- Strong attention to detail is essential, particularly as it relates to formatting and editing presentations and producing professional, concise executive agendas and itineraries.
- Willingness to take on ad hoc projects and proactively identify opportunities to support the broader teams.
- Ability to maintain the highest level of confidentiality and handle sensitive materials.
- Ability to interface well with all departments and represent executives in a highly professional manner.
- Ability to keep executives informed as necessary, while also conserving time.
- Ability to consistently strive to improve communication and improve or simplify processes.
- Ability to exercise self-direction, good judgment, and diligence in identifying resources, mapping out and executing action plans, gathering and organizing data, and communicating with stakeholders.
- Ability to handle ambiguity and problem solve a plus.
- Knowledge of general office procedures and equipment required.
Physical Requirements
- Sitting/Standing: Remaining in a stationary position for extended periods (sitting at a desk, standing at a counter).
- Reaching: Reaching for items on shelves or in cabinets.
- Lifting/Carrying: Moving boxes, files, or other office equipment up to 15 pounds.
- Using Hands/Fingers: Operating a computer, keyboard, mouse, and other office equipment.
- Vision: Close vision for computer work and detailed tasks.
- Fine Motor Skills: Using a mouse, keyboard, and other small office tools.
Travel Requirements
- Ability to travel locally or regionally <5% as job duties require
Work Environment
- Hybrid In Office Tuesday -Thursday
This job description is not intended to be all-inclusive, and responsibilities can be expected to evolve over time to meet changing business needs. The employee may be required to perform other related duties to meet these needs. While BIO’s intent is always to be clear and transparent about the expectations of this role, this job description may be reviewed and updated accordingly with or without notice. BIO is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other protected characteristic under federal, state, or local law. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
