IN-OFFICE | FULL-TIME
Boulo is recruiting a Senior Executive Assistant the the CEO for a Birmingham based, legacy scientific research organization founded in 1941. If you have a desire to be part of an organization that has helped shape modern cancer treatments, including developing 7 FDA-approved cancer drugs and testing more than half of active chemotherapies on the market, then this position could be a great fit for you!
Employment Type: Full-Time
Flexibility: Flexible work culture
Pay: $85,000 – $90,000
Benefits: Full benefit package including health, dental, vision, PTO and 401K
The Senior Executive Assistant to the CEO will be responsible for the coordination of activities (operations and planning) and ensuring timely flow of information to and from the CEO. This role is a key partner for the CEO, the Chief of Staff, and the Executive Leadership Team (ELT), and it requires interpersonal, management and work styles are aligned to ensure the necessary confidence that builds trust. Furthermore, the Senior Executive Assistant must understand the organization’s mission, objectives, and strategic initiatives, so that they can effectively handle/resolve certain matters on behalf of the executives. This position requires a proven ability to independently manage multiple tasks and projects with competing priorities and deadlines with sound judgement and little supervision. The ability to handle confidential information in a professional and discreet manner is critical.
Responsibilities of the Senior Executive Assistant:
- Act as the CEO representative and ambassador to external (clients, community leaders) and internal constituents (employees at all levels) as directed
- Maintain effective relationships with Board Members and their executive assistants, acting as a first point of contact for Board Member queries
- Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization
- Anticipate the needs of the CEO and act accordingly
- Manage the daily schedule of CEO, ensuring knowledge of schedule 24 hours in advance. Keep appointments and meetings on time and modify schedules when necessary
- Develop and maintain a system to prioritize upcoming deadlines on incoming requests or events
- Manage CEO travel arrangements and proactively coordinate the pre-planning of trips with various internal functions, including arranging appropriate travel, visas, agendas and necessary contacts, country information, marketing materials, and other necessary preparations
- Meeting management will include the preparation of agendas and presentation materials. Advance planning could include topic research and draft content development of presentations
- Manage board meeting preparation, including taking the lead to edit and compile documents and presentations, while ensuring the Board members have access to all documents in a timely, efficient manner to review them
- Support the CEO and ELT with event planning, including ensuring conference rooms and meeting spaces are ready for use with tech team on A/V and ordering food as needed, crafting run of show, coordinating invites, and handling other logistics
- Maintain updated information for CEO external and internal contacts
- Compose correspondence, reports, and executive teams’ replies for review / approval
- Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed
- Utilize technology tools to ensure that various administrative tasks are done in an effective and efficient manner and maintain executive files in an appropriate manner
- Support the CEO and ELT on critical projects, including candidate recruitment, strategic projects, and culture-building in the organization
- Support the CEO and ELT with internal communications, including drafting and disseminating key correspondence to internal stakeholders
- Process and maintain expenses for CEO and the Chief of Staff
- Serve as a leader to other executive assistants with the organization
- Serve as a leader in exemplifying Southern Research values
Requirements of the Senior Executive Assistant:
- High school diploma or equivalent Significant executive support expertise, including supporting C-level executives.
- Expert proficiency with Microsoft Office and demonstrated ability to learn other software programs as needed
- Strong ability to execute work with a diversity, equity, and inclusion lens
- Able to maintain a high level of integrity and discretion in handling confidential information
- Strong verbal and written communication skills
- Exceptional organizational skills and impeccable attention to detail
- High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners
- Ability to defuse emotional situations in a calm manner
- Customer-focused orientation including the ability to utilize effective communication/interpersonal skills with all levels of employees and external contacts.
- Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround
- Proven ability to work independently, collaborate with others and utilize good judgment to achieve results
- Ability to stay focused, efficient, and effective in managing multiple priorities
- Ability to switch gears at a moment’s notice
- Bachelor’s degree
- Prior experience interacting with external Board of Directors and administrative preparation of board meeting materials
- Experience working in an international arena
Don't meet every single requirement? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. Our clients are dedicated to building a diverse and inclusive workplace. If this role sounds exciting but your past experience doesn't include every qualification in the job description, apply anyways! You may be just the right candidate.
About Boulo: Boulo is the go-to recruiting expert for working mothers and employers that embrace flexibility for mutual benefit. With years of experience as recruiters, professionals and mothers, our optimism and hope knows no limits in making the workplace work for everyone.If you would like to receive updates about new jobs and jobs not publicly available, create your Boulo profile here:https://app.boulosolutions.com/signup/member. Joining the Boulo Community is free.