Executive Assistant

Executive Assistant To SVP, Head Of Early Development

As Executive Assistant, you will provide a high quality, comprehensive, accurate and timely administrative service to the Manager(s) and their respective team(s), with responsibility for all administrative and logistical functions and ensuring a professional interface, seamless communication and optimal coordination of activities on their behalf.

Responsibilities include:

• Travel: Using company-approved travel vendors, arrange domestic and international travel for team members, including flights, trains, ground transport, hotels, etc. Prepare relevant documentation and itinerary packages to traveling staff in a timely manner prior to their departure. Coordinate real-time travel issues as they arise
• Preparing, submitting and tracking expense reports for the team, as necessary
• Creating commitment requests and PO's, executing goods receipts for work performed/completed, and processing invoices in K2
• Reviewing and subsequently uploading fully executed agreements/contracts into iCAP
• Responsibility for collating and uploading data into COLLECT to meet Group Transparency reporting requirements
• Uploading materials into CoManDo to meet Group compliance requirements
• Maintaining calendars of designated team members as required: Responsible for meticulous calendar management, including planning meetings, coordinating recurring event and communicating with multiple parties to schedule large scale internal/external meetings
• Organizing conference registrations & membership renewals for professional organizations
• Providing fluid support across both corporate and personal calendars including travel and appointments
• Coordinating small and large meetings and events, both on and off-site, in collaboration with Administrative staff from other locations, both domestic and international, as appropriate
• Preparing and managing documents; drafting, editing and proofing various types of documents, including agreements, memos, correspondence and presentation materials (e.g., PowerPoint presentations)
• Follow-up actionable items arise from meetings e.g. producing minutes and ensuring timely distribution of relevant documents
• Performing additional duties and assigned projects to achieve overall business objectives