Executive Assistant

Executive Assistant

Location: Hybrid/Remote. The successful candidate can work on a Hybrid/Remote basis reporting into our physical office in Boston, MA
Status: Permanent, Full Time
Package: Competitive Salary, Remote/Home Working (with one-off allowance), Flexible Working, Development & Opportunity (Personal & Technical), Medical Insurance, Dental Insurance, Vision Insurance, Life Insurance, Long Term & Short-Term Disability Insurance, Generous 401K (matching) Plan, Flexible Spending Account, Health Savings Account, 15 Days' Vacation Plus Public Holidays Buy and Sell Scheme.

Why we’re hiring an Executive Assistant? We are seeking a highly organized and proactive Executive Assistant to predominantly support our CEO, and at times the wider Executive team. You will be expected to attend our Boston office twice a week.

Who’s Instem? Well, we’re a global provider of industry leading software solutions and services, which facilitate the pre-clinical, and clinical phases of the drug discovery process. We have over fifteen products in our portfolio, used by over 700 pharmaceutical clients (including all the top 20!).

What’s the culture/environment like? For a global business of over 450 staff, we very much have a family feel. You’ll be part of a friendly, solution based, flexible environment, where you’ll feel empowered, valued and accountable. We’ll invest in you as a person and encourage you to take part in companywide workshops for wellbeing, mental health, critical conversations, and strengths.

What are you responsible for?

• Executive Support: Provide high-level administrative support to our CEO, including managing calendars, scheduling meetings, and coordinating travel arrangements
• Communication Management: Handle all incoming and outgoing communications, including emails, phone calls, and correspondence, ensuring timely responses and appropriate follow-ups. CEO only
• Meeting Coordination: Organize and prepare for meetings, including drafting agendas, preparing materials, and taking minutes. Coordinate logistics for both internal and external meetings. CEO only.
• Travel Coordination: Arrange complex travel itineraries, including flights, accommodations, and transportation. Ensure all details are well-organized and executives are briefed on their schedules. Entire Exec team.
• Expense Management: Manage and submit expense reports, ensuring compliance with company policies. Monitor budgets and expenditures as required. Entire Exec team.
• Office Management: Oversee office operations (for Stone and Boston), including ordering supplies, managing vendor relationships, and maintaining a tidy and organized workspace.
• Confidentiality: Handle sensitive and confidential information with the utmost discretion and professionalism.
• Client Relations: Build and maintain relationships with clients, partners, and other stakeholders. Act as a liaison between executives and external parties.
• Event Planning: Assist in the planning and execution of company events, both on-site and off-site, ensuring all details are managed effectively. CEO only.
• Special Events: As directed by the CEO from time to time, assist with coordinating logistics for broader events, like the Annual Sales Kick-Off, Executive Offsites, and a limited number of Key Conferences, etc. Core planning would be led by relevant teams, and individuals outside of the Exec Team would be required to manage their own travel bookings and expenses, but the Executive Assistant may be asked to identify hotel blocks, arrange for meeting spaces, organize meals and reservations, etc.
  Adherence to our Quality Management System (QMS) to ensure all work is handled securely, professionally and diligently.

Skills you’ll need:

• Proven experience in an executive assistant or similar administrative role, preferably supporting C-level executives
• Exceptional organizational and time-management skills
• Strong written and verbal communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to work independently and handle multiple tasks simultaneously in a fast-paced environment
• Strong problem-solving abilities and attention to detail
• Ability to anticipate needs and proactively offer solutions
• High level of professionalism and discretion
• Flexibility to adapt to changing priorities and work demands
• Requires flexibility on working hours due to CEO travel requirements and working in different time zones.

Daily, millions of lives are improved by the Instem technologies and services that have been deployed by our clients. Help us in continuing our mission by applying now.

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