The Executive Assistant to the SVP, Research Affairs plays a pivotal role on a large (25+), fast-paced medical team responsible for supporting a wide range of basic research and drug discovery programs aimed at treating and ultimately curing CF. This position provides excellent, high-level administrative support to the SVP through comprehensive calendar management, scheduling, and production support, but also assists in the organization and management of departmental and cross departmental meetings.
Areas of Responsibility:
- Manage and Maintain SVP calendar: Schedules meetings, appointments, conference calls, videoconferences, etc. for SVP. Proactively raises possible conflicts and takes steps to resolve them. Maintains department-wide event and team calendar.
- Department Point of Contact: Receive, screen, sort and prioritize all incoming mail addressed to the SVP; respond to select inquiries as needed
- Develop working relationships with all internal and external constituents and their assistants to facilitate the information flow and scheduling process.
- Point-to-point travel coordination (car, flight, hotel, etc.) for SVP (and Research Affairs team when needed).
- Document creation, editing, preparation and distribution: Types and distributes memos, correspondence, reports and various routine forms as needed. Generates and edits PowerPoint slides and presentations for use by the SVP (and team members when needed).
- Mail and inquiry management: Receives, screens, analyzes and prioritizes incoming department mail, memos, submissions and reports to determine their significance and plan their distribution. Responds to inquiries as needed.
- Invoice Processing: Process expense reports and check requests. Accurately maintain record of expense receipts for reimbursement, in line with audit requirements.
- File management and retention: Assists in managing and maintain the Research Affairs team’s shared network drive of files and folders in accordance with department, Foundation and government policies.
- Department budgeting, time and expense submissions: Assists SVP in reviewing monthly department budgets. Prepares and submits T&E on behalf of SVP on a regular basis.
- General administrative support: Performs related general office duties such as collating and assembling documents, accepting and delivering interdepartmental correspondence.
- Provide production support to SVP, including slide generation, graphics, proofreading, editing, copying and print production, as needed.
- Resourcefulness: Is able to bring a project to completion by identifying resources and procuring required tools with limited instruction; identifies and streamlines processes within the department to increase efficiency and team collaboration.
- Works collaboratively within the Research Affairs department, the EA team and across the Foundation; provides back-up EA support when needed for other departments.
- Coordinates regular department (and other) meetings (all-staff, senior staff) including:
- Agenda development and meeting leadership.
- Meeting preparation (materials, prep meetings, etc.).
- Logistical support: food, conference room reservation, etc.
- Prepares & distributes weekly team email updates and any meeting minutes.
- Helps conceptualize and implement team building events.
- Periodically conducts team surveys.
- Assists in the coordination of department lobbying trainings.
Educational Background:
Bachelor’s degree preferred, or equivalent relevant experience.
Skills/Experience:
- Minimum 3-5 years of administrative support experience, preferably in non-profit, drug development and/or research-related sectors.
- Excellent verbal and writing communication and presentation skills, especially editing and proofreading; able to articulate and comprehend complex requests quickly and efficiently.
- Excellent interpersonal and communications skills: Demonstrates flexibility and adaptability when working with diverse groups of stakeholders.
- Advanced skills with Microsoft Office professional software including Outlook, Word, PowerPoint and Excel.
- Strong customer service orientation: Always strives to provide top-tier support in a dynamic and constantly shifting environment; is proactive and solutions-focused.
- Maintain highest level of internal and external confidentiality.
- Excellent organizational skills: Able to multi-task and prioritize quickly and accurately with little direction or oversight; maintains strong attention to detail.
- Team player: Has a positive, team-oriented attitude.
- Maintains high level of professionalism and confidentiality at all times, exercises good judgement, and represents the SVP and the Foundation in keeping with CFF.
WORKING CONDITIONS:
- Normal office environment with little exposure to excessive noise, dust and temperature.
- No heavy lifting required.
- Minimal travel (e.g., 2x/yr.) to conferences and meetings, as necessary.
Job Function:
Organization Info
Listing Stats
Post Date:
Sep 13 2019
Active Until:
Oct 13 2019
Hiring Organization:
Cystic Fibrosis Foundation
industry:
Nonprofit