About the Job

The Executive Assistant supports FMI’s senior-level leadership with dedicated executive administration and support of scheduling, travel plan and departmental event coordination, and streamlining administrative processes. This role will include frequent communication and interaction with senior-level personnel, Directors, and external collaborators and contacts to assist with departmental objectives

Key Responsibilities

• Provide professional representation for the function.

• Provide executive leadership with extensive and continuous calendar management, domestic and international travel management, expense management, event registrations and detailed meeting plan management, and all other executive support.

• Act as representative of senior leadership regarding internal and external relations and correspondences and screening communications.

• Coordination of meetings, creating PowerPoint presentations, coordinating monthly reporting, use of Excel spreadsheets and ordering equipment, etc.

• Arrange on- and off-site meetings, events, appointments & travel for departmental leadership with supporting materials as needed.

• Ensure that leadership is informed of priorities, deadlines and challenges.

• Assist leadership in tracking key operational metrics by organizing and compiling data, researching facts, and coordinating information retrieval.

• Arrange teleconferences, domestically and/or internationally.

• Independently perform special projects that require a combined knowledge of administrative needs and technical operations.

• Complete accurate and detailed leadership department expense reporting and other departmental reports.

• Respond to a wide variety of requests for information, policies and procedures, and executive action. Analyze needs and problems and determine approach and priority.

• Assist with contract administration as needed including obtaining signatures, scanning and electronic filing.

• Track internal and external contacts and maintain contact database.

• Utilize efficient time management with the nuances of complex administrative assistance at the executive level.

• Maintain confidentiality in all aspects of team and company information.

• Operate independently with minimal supervision.

• Provide back-up administrative support to other departments as necessary.

• Available at various hours for business-related tasks during regular business working hours and periodically during off-hours (evenings and weekends).

• Other duties as required.

Qualifications

Basic Qualifications

• Bachelor’s Degree

• 5+ years of experience supporting administrative functions at the senior management level

Preferred Qualifications

• Experience in a life sciences company (biotech, pharma, diagnostics or medical device)

• Ability to thrive in a fast-paced environment and operate with a high sense of urgency

• Ability to show and demonstrate on a consistent basis initiative, professionalism, poise and flexibility and work within an environment of frequent interruptions, conflicting priorities, and varying workloads

• Ability to observe strict confidentiality in all aspects of services provided

• Strong interpersonal skills with the ability to interface effectively with a wide variety of internal and external clients

• Highly developed written communication skills, including report writing, presentations, email correspondence and verbal communication skills, particularly in dealing with people of diverse backgrounds

• Advanced experience in in Microsoft Windows operating systems and Microsoft Office applications including Microsoft Word, PowerPoint, Excel, and Outlook

• Excellent calendar management skills and demonstrated history of complex scheduling with consistent follow through

• Proven ability to work independently

• Project management skills

• Strong organization and prioritization skills; demonstrated history of successfully managing multiple concurrent initiatives and maintaining one’s own workflow

• Demonstrated ability to meet project deadlines

• Ability to effectively exercise discretion and judgment in handling confidential/proprietary information

• Ability to anticipate needs, resourcefulness and responsiveness are essential

• Ability to consistently strive for excellence and exercise good judgement

• Dependability, dedication, resourcefulness, and independence

• Understanding of HIPAA and importance of privacy of patient data

• Ability to work well under pressure while maintaining a professional demeanor

• Commitment to reflect FMI's values: passion, patients, innovation, and collaboration