Primary responsibilities will include providing Principals with information support at any time; performing research, data collection & analysis; ensuring the smooth running of the home office; performing administrative and household tasks remotely; and working closely with existing staff.
This job is an internship that can lead to a full time position depending on performance. Internships are part-time and unpaid with an expected commitment of approximately 15 hours per week minimum.
Duties & Responsibilities
You Will Be Expected To Perform The Following Tasks:
Provide executive support to three executives: Chief Scientific Officer, Head of Business Development, and General Counsel to manage their time and coordinate requests including managing calendars that require a high level of coordination, attention to detail and sensitivity.
Plan, organize, schedule and coordinate meetings and events with individuals or large groups including coordinating conferences, and company meetings
Answer, screen, respond and route calls independently when appropriate and in a manner that is professional, and is a positive reflection of the company.
Prepare documents, meeting agendas, meeting minutes, presentations and spreadsheets
Make travel arrangements and prepare itineraries for travel within the U.S. and internationally; change travel schedules, flights, hotels and rental cars.
Review, compile and process business expense reports.
Provide other general administrative support including, mail, filing, scanning, copying, etc.
Collaborate with other company Executive Assistants and provide backup assistance to ensure seamless and high-quality level of support services for office & administrative needs throughout the organization.
Other duties as assigned.
Strong command of standard, professional office practices and procedures.
Demonstrated experience managing multiple complex calendars for executives.
Extensive experience in the planning, coordination, and execution of various types and sizes of meetings and events.
Highly proficient with MS Office with ability to quickly learn and utilize various software applications to complete assigned tasks.
Ability to make sound judgments and problem-solve creatively, resourcefully and nimbly in a fast-paced, changing environment.
Clear and professional written and verbal communication skills.
High attention to detail and quality of work, including thorough consideration for its method of delivery to end users.
Strong sense for upholding confidentiality over various corporate, HR and other sensitive materials and data encountered during the course of work.
Proactive, positive and customer service-oriented with thoughtful follow-through.
Work 100% remotely and participate in regular team meetings and calls
May be asked to perform other duties as assigned
Preferred Qualifications
Highly organized, meticulous, detail-oriented, and thorough.
Able to multitask and prioritize well.
Positive attitude, team player, capable of working well with a vast array of high-quality vendors.
Personable, gracious, and polite, with excellent people skills.
Excellent command of the English language, both written and spoken.
Proactively identifies and resolves problems.
Able to work independently but takes direction well from the CEO.
Required Skills & Experience
Proficient in use of MS Outlook, Word, PowerPoint, Excel, and Google software
Experience as an office administrator or executive assistant is a bonus.
Equivalent combination of education and experience sufficient to successfully perform the job duties as listed above is acceptable.
Education & Training
Currently enrolled in a university program working towards a Bachelor's or Masters.
Formal training and certification from a community or technical college in office management, executive assistant skills, or related field preferred
Ability to work remotely
This role requires the ability to work remotely. This means you have access to a working stable internet connection. You have access to a secure email client that can send and receive email communications without interruption. you're an organized, self-starter that requires minimal oversight. You accomplish tasks quickly and on time. Working remotely is not always an easy task. But for you, you got it down to a science. You will be required to check in for regular team meetings and calls held virtually via Zoom
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