Executive Assistant (Swedish/English Proficient) Job at Planet Group, New York, NY

  • Planet Group
  • New York, NY

Job Description

Target Pay Rate: 100-125k **salary will be commensurate with experience 

Job Description:
The Executive Assistant will report to the CEO and President and provide high-level administrative support to senior executives within the biotech space. This role involves managing schedules, coordinating meetings, booking travel, handling confidential information, and performing various administrative tasks to ensure efficient operations within the executive team.

Note: This role must be within commutable distance to our NYC office, with the ability to come into the office when our President and CEO are in the NYC office. This will not be a fixed schedule and could be as much as 5 days/week or work completely remotely while they are traveling.

  • Travel Arrangements: Arrange domestic and international travel for executives, including flights, accommodations, and transportation, while adhering to company travel policies and budgets.
  • Meeting Coordination: Coordinate and organize meetings, leadership events, board meetings, video conferences, including logistics, agenda preparation, and distribution of materials.
  • Office Management: Coordinate office logistics, order snacks, ordering food and/or catering, check the mail, partner with our parent company and provide visitor access, to ensure a well-functioning work environment.
  • Expense Management:  Manage executives' expenses, including processing reimbursements, tracking expenses, and maintaining accurate records.
  • Project Support:  Assist with special projects and initiatives as assigned by executives.
  • Stakeholder Liaison: Serve as a primary point of contact for internal and external stakeholders, maintaining professional communication and relationships. Centralize all contact information and tracking documents.
  • Confidentiality Management:  Handle sensitive and confidential information with discretion and maintain confidentiality at all times.
  • Calendar Management:  Manage and maintain executives' calendars, schedule meetings, appointments, and travel arrangements.
  • Communication Management:  Provide daily emails of a briefing on outstanding administrative tasks.
  • Document Preparation: Prepare and edit correspondence, reports, presentations, and other documents for executives, ensuring accuracy and professionalism. Manage executives memberships.
  • Flexibility in coming to the NYC office when the President and CEO are in the office – there is no fixed schedule for this.
  • At least 10 years of proven experience as an executive assistant or administrative assistant, preferably within the biotech or pharmaceutical industry.
  • Demonstrated experience in booking and tracking international and domestic travel, obtaining visas, and arranging ground transportation.
  • Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Sharepoint Teams) and other office productivity software.
  • Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
  • Professional and polished written and verbal communicator with experience communicating with executives, shareholders, and investors.
  • Discretion and confidentiality when handling sensitive information.
  • Attention to detail and accuracy in all work tasks.
  • Ability to work independently with minimal supervision and as part of a team.
  • Flexibility and adaptability to changing priorities and requirements.
Preferred qualifications
  • Swedish language proficiency
  • Bachelor's degree in business administration, life sciences, or related field preferred.
  • Strong interest in the Life Sciences industry
  • Experience with Expensify
  • Advanced experience with Outlook (i.e. mail merge, conditional formatting, template creation, cross-post between calendars, exporting spreadsheets
  • Experience with small start-ups
Interview process:
  1. 1 hour screening & interview via video interview with HR
  2. Video interviews with President and CEO
  3. In-person interviews with our President and CEO
What we offer
  • 90% of premiums covered by the employer for medical insurance, including dependents; generous contributions to the HSA plan
  • 100% of vision, dental, short-term disability, long-term disability, and life insurance covered
  • Additional supplemental benefits are also offered
  • Commuter benefits
  • Employee Assistance program
  • 5% contribution to 401K regardless of employee contribution
  • Student Loans repayment assistance
  • Choice of Mac or PC
  • Apple Airpods
  • Latest Apple iPhone
  • Beautiful office in NYC, including a gym

Job Tags

Remote job, Permanent employment, Temporary work,

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