Executive Assistant
Sern BioScience, Bend, OR, United States
Executive Assistant
Sern is seeking an Executive Assistant to oversee and coordinate various administrative roles of the executive leadership group. The Executive Assistant will provide support to the executive team to ensure that company goals and objectives are accomplished and operations run efficiently. They will maintain and refine internal processes that support Executives and Directors, coordinating internal and external resources to expedite workflow. Projects range from managing professional and personal schedules of high-level executives including on-site and off-site meetings, calls, and travel arrangements for client visits. This role will be responsible for managing communication between upper management and employees, and will exhibit best practices at a high level of integrity to keep company confidence. Successful candidates will be highly organized, well versed in Microsoft applications for business use, and adaptable to shifting priorities.
Duties and Responsibilities
Plan and orchestrate work to ensure the senior executives' priorities are met, organizational goals are achieved, and best practices are upheld
Contacts or replies to contacts from high ranking individuals who may be from large national or international firms and may involve unique situations, and each contact must be handled differently, using judgment and discretion
Manage professional and personal scheduling for high-level executives, including agendas, mail, email, calls, travel arrangements, client management, and other company logistics
Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to senior executives
Manage, coordinate, and arrange senior executives' travel and travel-related activities, including hotel booking, transportation, and meal coordination
Prepare for and attend meetings with detailed note taking and continuation of agenda topics and discussions (e.g., board of directors and directors' meetings)
Perform administrative and office support, such as typing, dictation, spreadsheet creation, scanning, and maintenance of filing system and contact database
Manage communication between upper management and employees, liaising with internal and external executives on various projects and tasks
Organizes and arranges for staff members to represent organization at meetings and conferences, using own initiative
Notes commitments made by executives during meetings and arranges for staff implementation
Interprets requests, helps implement action, and decides whether executive should be notified of important or emergency matters as needed
Coordinates collection and preparation of operating reports, such as budget expenditures and presentation information from responsible parties
May compose and sign correspondence on behalf of executive
Maintain professionalism and strict confidentiality with all materials and exercise discretion when interfacing with the business on behalf of the Company executives
Prioritizes hosting board members, clients, and guests of the executive leadership team
Assist with planning and organizing staff events, including all hands meetings, holiday parties, staff appreciation events as a member of the Administration Department
Manage purchasing requisitions that require executive approval
Assist with contract document management and control
Scope of work may increase to align with company initiatives
Other duties as assigned.
Required Skills and Abilities
Excellent written and verbal communication skills
Excellent organizational skills and attention to detail
Strong time-management skills and the ability to organize and coordinate multiple projects at once
Proficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systems
Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge
Demonstrates the ability to collaborate and work in cross-functional teams
Ability to function well in a high-paced and at times stressful environment
High integrity and ability to keep company confidence
Communicates effectively and maintains productive relationships with coworkers, clients, and other contacts outside the company
Accepts feedback from a variety of sources and constructively manages conflict
Education and Experience
High school diploma, and 4 years of experience in administrative role reporting directly to upper management
Preference will be given to those with experience overseeing budgets and expenses and developing internal processes
Physical Requirements
Prolonged periods of sitting at a desk and working on a computer
Must be able to lift up to 15 pounds at times
Adheres to consistent and predictable in-person attendance
Sern is seeking an Executive Assistant to oversee and coordinate various administrative roles of the executive leadership group. The Executive Assistant will provide support to the executive team to ensure that company goals and objectives are accomplished and operations run efficiently. They will maintain and refine internal processes that support Executives and Directors, coordinating internal and external resources to expedite workflow. Projects range from managing professional and personal schedules of high-level executives including on-site and off-site meetings, calls, and travel arrangements for client visits. This role will be responsible for managing communication between upper management and employees, and will exhibit best practices at a high level of integrity to keep company confidence. Successful candidates will be highly organized, well versed in Microsoft applications for business use, and adaptable to shifting priorities.
Duties and Responsibilities
Plan and orchestrate work to ensure the senior executives' priorities are met, organizational goals are achieved, and best practices are upheld
Contacts or replies to contacts from high ranking individuals who may be from large national or international firms and may involve unique situations, and each contact must be handled differently, using judgment and discretion
Manage professional and personal scheduling for high-level executives, including agendas, mail, email, calls, travel arrangements, client management, and other company logistics
Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to senior executives
Manage, coordinate, and arrange senior executives' travel and travel-related activities, including hotel booking, transportation, and meal coordination
Prepare for and attend meetings with detailed note taking and continuation of agenda topics and discussions (e.g., board of directors and directors' meetings)
Perform administrative and office support, such as typing, dictation, spreadsheet creation, scanning, and maintenance of filing system and contact database
Manage communication between upper management and employees, liaising with internal and external executives on various projects and tasks
Organizes and arranges for staff members to represent organization at meetings and conferences, using own initiative
Notes commitments made by executives during meetings and arranges for staff implementation
Interprets requests, helps implement action, and decides whether executive should be notified of important or emergency matters as needed
Coordinates collection and preparation of operating reports, such as budget expenditures and presentation information from responsible parties
May compose and sign correspondence on behalf of executive
Maintain professionalism and strict confidentiality with all materials and exercise discretion when interfacing with the business on behalf of the Company executives
Prioritizes hosting board members, clients, and guests of the executive leadership team
Assist with planning and organizing staff events, including all hands meetings, holiday parties, staff appreciation events as a member of the Administration Department
Manage purchasing requisitions that require executive approval
Assist with contract document management and control
Scope of work may increase to align with company initiatives
Other duties as assigned.
Required Skills and Abilities
Excellent written and verbal communication skills
Excellent organizational skills and attention to detail
Strong time-management skills and the ability to organize and coordinate multiple projects at once
Proficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systems
Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge
Demonstrates the ability to collaborate and work in cross-functional teams
Ability to function well in a high-paced and at times stressful environment
High integrity and ability to keep company confidence
Communicates effectively and maintains productive relationships with coworkers, clients, and other contacts outside the company
Accepts feedback from a variety of sources and constructively manages conflict
Education and Experience
High school diploma, and 4 years of experience in administrative role reporting directly to upper management
Preference will be given to those with experience overseeing budgets and expenses and developing internal processes
Physical Requirements
Prolonged periods of sitting at a desk and working on a computer
Must be able to lift up to 15 pounds at times
Adheres to consistent and predictable in-person attendance