Now Hiring: Executive Assistant

BioMADE is seeking an experienced and dedicated Executive Assistant to provide comprehensive support to BioMADE’s Executive Office. The Executive Assistant (EA) is a critical member of the Executive Office, along with the Chief Executive Officer and the Chief of Staff and is responsible for managing the administrative and operational needs of the Executive Office. The Executive Assistant must be comfortable crafting professional communication for a variety of audiences, triaging and executing tasks in an environment with dynamic priorities, and appropriately handling sensitive and confidential information. The Executive Assistant will be managing the calendar for the Executive Office, handling confidential documents, writing correspondence, interacting with senior level contacts at external organizations, and coordinating with cross-functional teams across time-zones.

Essential Duties and Responsibilities

• Complete a broad variety of tasks in support of the Executive Office including tracking and supporting their engagement in internal and external projects and activities; prioritizing and triaging inbound requests and correspondence, including sensitive government documents; and liaising with external stakeholders as first point of contact. 

• Assist with a variety of daily administrative tasks that include but are not limited to managing an active calendar; arranging complex and detailed travel itineraries and agendas; preparing briefing documents for meetings; finalizing and publishing presentations; drafting correspondence; entering data and managing file organization in internal systems; interacting with corporate executives and members of BioMADE’s Board of Directors; and assisting with managing invoices and expenses.

• Manage the flow of paper for review and decision by executives, prepare briefing books, and review packets with contributions across BioMADE.

• Discretely handle confidential projects and communications.

• Communicate directly, and on behalf of assigned executives, with a broad range of individuals and groups on matters related to BioMADE initiatives and activities.

• Work closely and effectively with the CEO and Chief of Staff to keep them well informed of upcoming commitments and responsibilities, following up appropriately.

• Prioritize conflicting requests for executives’ time; handle matters expeditiously and proactively; and follow-through on projects to successful completion, often with deadline pressures.

• Provide back-up for various functions for other executives and provide coverage as needed.

• Other duties as assigned.