Executive Assistant

Executive and Administrative Support

• Coordinates and maintains calendar for the Chief Scientist/Senior Vice President on Outlook, reconciling conflicts proactively. Coordinates all aspects of meetings, travel, trainings, and other events.
• Prepares and collects meeting materials, itineraries, and briefs. Seeks to provide a comprehensive suite of technical and logistical information to ensure the executive is successful and meets objectives.
• Organizes and attends regular team meetings. Coordinates and communicates logistics for team staff. Drafts and distributes agenda, notes, and supporting materials to attendees in a timely manner.
• Answers complex inquiries requiring detailed knowledge of program procedures. Screens, routes, answers phone calls and responds to routine and non-routine requests with diplomacy and discretion. Attends internal and external meetings as a representative of the department and provides appropriate summaries and follow-up.
• Monitors incoming email and requests. Updates and manages executive’s contacts and to do list, monitors deadlines, follows up on delegated tasks, and provides proactive reminders.
• Tracks executive’s expenses and prepares expense reports promptly (within 5 days of receiving receipts.)
• Drafts letters, documents and other materials for staff, inter-department meetings, and outside individuals. Proofreads and edits documents, reports, proposals, and presentations. Assists with preparation of executive’s proposals and presentations.
• Provides general administrative support, including notetaking, photocopying/scanning, collating and distributing materials, ordering publications, and purchasing office supplies.
• Maintains filing and archiving systems (physical and digital), ensuring that up-to-date versions of documents such as strategic plans and presentations, individual objectives and work plans, job descriptions and agreements are easily accessible.

Operations and Office Support

• Works with Chief Scientist and Senior Director, Strategic Engagement to streamline administrative and operations functions across the team.
• Maintains team organizational chart, distribution lists, and annual leave schedules and team calendar.
• Plans and coordinates logistics for team meetings and retreats.
• Coordinates performance evaluation process for the executive’s direct reports.
• Coordinates leadership staff recruiting and onboarding on behalf of SVP, including organizing information associated with the recruiting process (e.g., track process, collate candidate materials, schedule interviews, coordinate recruiting meetings, and consults in selection process) and ensuring new hires are successfully onboarded.
• Assists strategic engagement and communications staff to provide information and follow up in the promotion of the program and our scientists.
• Applies excellent organizational, research, communication, and planning skills in operations support as needed.
• Performs special projects and other duties as assigned.

Planning and Program Operations Support

• Works with staff, program operations, finance and accounting staff to assist the Chief Scientist and Senior Director, Strategic Engagement in preparing and monitoring annual work plans aligned to annual budget and monthly expenses.
• Oversees executive’s expenses and is responsible for prompt expense reports, payments, travel grants and agreements directed by the executive.
• Coordinates with Senior Assistant to align budget, expenses, and agreements to ensure an efficient accounting-programmatic workflow across the team.
• Supports the Chief Scientist in drafting scopes of work, monitoring deliverables, and routing agreements and contracts for grantees, vendors and consultants, together with program operations and accounting teams to ensure that deliverables are met, obligations are fulfilled, and invoices processed in a timely manner.