Temporary Executive Assistant

Company Overview:

ModeX Therapeutics is a dynamic and growing biotech company dedicated to developing life-changing therapies for patients in need. Our fast-paced and collaborative work environment fosters creativity and innovation. We are seeking a motivated part-time Administrative Assistant, who will also perform key Executive Assistant functions for the CEO and potential C-suite members, to join our team.

External Description:

Position Summary: Temporary Executive Assistant will play a pivotal role in our administrative team, providing comprehensive support to the executive team and department heads, while ensuring smooth daily operations. The ideal candidate will have exceptional organizational skills, a strong attention to detail, and the ability to multitask in a fast-paced environment.

Principal Job Duties: Duties may include but are not limited to the following:

• Executive Support:
• Provide high-level administrative support to the CEO and C-suite executives, managing complex and dynamic calendars, and ensuring efficient time management.
• Act as the primary point of contact between the executives and internal/external clients, maintaining professional and responsive communication.
• Travel and Logistics Management:
• Coordinate intricate travel arrangements for the CEO and C-suite executives, including flights, accommodations, transportation, and itinerary planning.
• Anticipate and address travel-related needs, such as visa requirements, travel insurance, and accommodations for international travel.
• Meeting and Event Coordination:
• Assist the administrative team with scheduling appointments and meetings, and coordinate travel arrangements.
• Organize and facilitate high-level meetings, including distributing agendas and pre-meeting materials, and ensuring technology setup for virtual participants.
• Meeting and event preparation, including AV setup, refreshment orders, and coordination of on and off-site meetings.
• Expense Management:
• Submit expense reports in Concur on behalf of the executive team and department heads. Monitor and reconcile executive expense reports, ensuring compliance with company policies.
• Handle confidential and sensitive information with utmost discretion, ensuring that executive communications and records are securely managed.
• Assist the Talent Acquisition team with scheduling and coordinating phone interviews, as well as preparing for and coordinating onsite interviews.
• Occasional travel to support off-site meetings or events.
• Answer phone inquiries and emails, take messages, and respond to inquiries.
• May perform general administrative duties, such as scanning, faxing, and filing.
• Notify supervisor when exceptions or problems occur.
• Follows all established Standard Operating Procedures (SOP) and suggests revisions or clarifications to the supervisor.
• Other duties as assigned

EXPERIENCE AND REQUIRED SKILLS:

• 3+ years of experience in administrative support preferred
• Strong computer skills
• Superior communication skills both written and oral
• Attention to detail
• Ability to work unsupervised

PHYSICAL DEMANDS AND WORKING CONDITIONS:

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to sit or stand for long periods of time
• Ability to drive long distances
• Ability to lift 20 pounds

ModeX Therapuetics is an Equal Opportunity Employer