Executive Assistant

Executive Assistant

Reporting to the CEO, the Executive Assistant (EA) provides proactive, hands-on support for the day-to-day business activities of several C-suite Executives, including the CEO, CFO, and other executives and team members as needed. The incumbent will also routinely work with the Board, Investors, and Partners in day-to-day dealings with the Company and our Executives. This key role helps to ensure our leadership team runs as efficiently as possible. There will also be additional duties related to office setup and operations as required by Tenpoint Leadership. We're looking for an experienced Executive Assistant and Office Manager who is self-aware, able to anticipate needs, and execute with minimal direction, all the while exercising professionalism, discretion, and high-touch customer service, to join the wonderful team at Tenpoint.

This is a hybrid role based in Warren, New Jersey.

Key Responsibilities

• Provide administrative support to our CEO, CFO, and VP of HR while maintaining high levels of discretion, integrity, and judgment when handling highly confidential and proprietary materials
• Manage complex calendaring in multiple time zones
• Organize complex domestic and international travel arrangements and itineraries
• Assist members of our Board of Directors, Advisory Boards, and Investors.
• Build relationships and partners effectively with all Colleagues, Consultants, and Partners
• Prepare and review confidential correspondence, reports, and presentations; coordinate the production, assembly, and distribution of presentation materials
• Attend meetings, record meeting minutes, plan and run both internal and external executive events, meetings (e.g., staff and all-hands), and off-sites
• Arrange for meeting rooms, food service, supplies, and other materials, as needed
• Write and edit key correspondence and manage filing of key corporate documents and ensure proper record management; copy and edit reports, presentations, and other written material as needed
• Arrange the drafting and execution of confidentiality and consulting agreements
• Build and define processes to manage/track administrative activities and help drive completion of key deliverables, analyses, reports, write-ups, etc.
• Provide support on special projects as needed including research / project work
• Manage file server, contracts, and reports

General Office Management

• Ensure that the office runs smoothly by supporting all general office functions in a fast-paced environment
• Provide main reception coverage for phones, front office, and meeting spaces and conference rooms; Manage access including proper distribution of key card
• Develop and maintain vendor and service provider relationships including printer repair, plant watering, and delivery of common goods and supplies, ensuring proper inventory
• Arrange travel, logistics, and itineraries for employees and guests as necessary
• Plan and execute company retreats, special events, office-wide meetings, office relocations, and other special projects
• Integrate new employees with necessary equipment and information
• Manage certain financial duties for the company such as credit cards, expense reporting, and billing; maintain company records and ensure filing systems are kept current, secure, and accurate
• Oversee and support all administrative responsibilities including equipment procurement and inventory, equipment setup, general office inventories, and office cleanliness and general maintenance
• Develop and maintain a fun and friendly culture through small internal office activities (birthdays) and creating a warm, welcoming atmosphere in the office

Experience

• High School Diploma or GED required; bachelor's degree in psychology, administration, finance, HR, or other related discipline and at least 7 years of relevant work experience is strongly preferred
• At least 5 years' administrative experience supporting senior level executives; knowledge of biotech industry or start-up company environment with at least 1 year of experience directly supporting the C-suite is a plus
• Experience leading an Admin Function or team of EAs is a plus
• Must be Microsoft Office savvy and have extensive experience managing Outlook calendars, video conferencing (MS Teams, Zoom), and creating/editing Ppt, Acrobat, and DocuSign documents
• Strong organizational skills, meticulous attention to detail, outstanding critical and creative thinking and problem-solving skills with the ability to provide solid rationale for recommendations
• Excellent verbal and written communication skills; proficiency in copywriting and editing is strongly preferred
• Exceptional interpersonal skills must be able to successfully build relationships with and provide a positive experience for Board members, senior leadership, colleagues, investors, visitors, etc.
• Must be able to balance taking minimal direction from others while operating independently to achieve results in a timely manner; anticipating needs is essential
• Must be able to work flexible hours to support multiple and competing demands of organization and senior leadership operating in multiple time zones
• Must exercise discretion and professionalism at all times

Physical Requirements & Reasonable Accommodation

This role is primarily a desk-based job requiring the ability to operate a computer and communicate effectively in a remote work environment. The employee may be required to sit for extended periods, engage in video or phone meetings, and use standard office equipment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role. If you need assistance and/or a reasonable accommodation during the interview process, please let our recruiting team know.

Equal Opportunity Employer

We are an Equal Opportunity Employer. Consistent with applicable law, all qualified applicants will receive consideration for employment without regard to race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, Veteran status, or any other characteristic protected by applicable local laws, regulations and ordinances.

Salary and Benefits Information

We know our people are the driving force behind the success of our mission and vision. That's why we offer a competitive benefit package to attract the very best talent to our team and to take care of our employees and their families.

• Generous medical, dental, and vision health insurance plans
• Flexible spending accounts for health and dependent care
• Short-term, long-term, and life/AD&D insurance
• Employee Assistance Program
• 20 paid vacation days, 12 paid holidays, and 12 sick days
• 401(k) Retirement Plan with 100% company match up to 4% and immediate vesting
• Hybrid work options
• Wellness Resources
• Stock Options

Salary Range : $85,000 - 120,000 USD per year (New Jersey or Remote (United States))

Tenpoint Therapeutics, Ltd.