Executive Assistant to CEO

Title: Executive Assistant

Reports To: Chief Executive Officer

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Palisade Bio is a late-stage biopharma company advancing therapies that help patients with acute and chronic gastrointestinal complications stemming from post-operative digestive enzyme damage. Palisade Bio’s innovative lead asset, LB1148, is a late-stage protease inhibitor with the potential to both reduce abdominal adhesions and help restore bowel function following surgery. Positive data from Phase 2 trials of LB1148 demonstrated safety and tolerability as well as a statistically significant improvement in return to bowel function and decrease in length of stay in ICU and hospital compared to placebo. At Palisade Bio, we believe protecting intestinal integrity is a cornerstone of preserving human health and our focus is on helping the millions of patients undergoing surgery every year overcome the myriad health conditions and complications associated with acute and chronic disruption of the gastrointestinal tract.

Position Summary:

The Executive Assistant will report directly to the CEO but may support other C-level executives on an as-needed basis. This role is intended to enhance the CEO’s effectiveness by providing various levels of organization, coordination, and management support, including representing the executive to internal and external stakeholders. This role is designed to simplify the day-to-day interactions and life of the CEO and other C-level executives by providing frictionless support and ensuring that tasks and projects are on track. This role includes demonstrating a high degree of professionalism, initiative, and independence in supporting the CEO’s office on a wide variety of complex issues and handling all administrative projects as time is of the essence. This role is salary exempt.

Primary Accountabilities:

Schedule & Meeting Management

• Maintain executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel
• Schedule meetings, locations/rooms (as applicable) and conference calls/ZOOM, etc.
• Effectively interact with the Board of Directors, or their designates, to organize and coordinate meetings and other activities involving Board members
• Manages the CEO’s entire calendar during business hours including non-work-related events during those hours to avoid conflicts

• Plan meetings (agenda, dial-in, ZOOM, notes etc. where executive is attending/chairing)
• Join meetings on an ad hoc basis to take minutes, capture recaps and next steps for the executive

• Create meeting invitations and manage status, reschedules, etc.
• Provide availability as required for business and personal scheduling to ensure availability
• Book travel, restaurants, meetings, and other travel arrangements
• Travels on an ad hoc basis

Executive Communication

• Handle highly sensitive confidential information and communications.
• Must maintain confidence and protect the executive and the company by keeping personnel and non-public information strictly confidential

• Take collaborative approach to people across the organization while building relationships and to enhance the teamwork across the organization
• Involved in preparing and formatting information for internal and external distribution to include writing letters, emails, and reports, compiling data for reports, creating presentations, editing, proofreading, and other information preparation duties
• Optimize executive's time by reading, researching, and routing correspondence
• Create efficiencies by drafting letters and documents
• Check executive’s correspondence for accuracy and errors
• Verify and update all executive presentations, documents etc.
• Route and manage phone calls and emails on behalf of executive

Management of Executive Initiatives

• Anticipate the executives’ needs and proactively bring together appropriate people and resources to support the executive in addressing any issues
• Complete critical aspects of executive deliverables and special assignments by establishing objectives; determine priorities; manage time; gain cooperation of others; monitoring progress; solve problems and make adjustments to plans
• Help set priorities for executives
• Proactively follow up and update priority lists for executive

• Prepare reports by collecting and analyzing information
• Manage/track deliverables across the company on behalf of executive
• Act as an extension of the executive for special projects
• Ensure that executive-owned projects are executed successfully
• Track and manage high priority projects
• Create and maintain high-priority lists
• Track internal information as requested on behalf of executive
• Conduct research on behalf of executive

Overall Administration:

• Provide support to executive (with overseas travel and overseas partners’ support, which may require working outside of normal business hours)
• Ensure conditioned and clean work and conference spaces (if in a company office environment)
• Welcome guests and customers by greeting them (if in a company office environment), in person or on the telephone, answering or directing inquiries.
• Manage refreshments, supplies and food orders, if applicable
• Manage, audit, and submit expenses and reports
• Manage physical (if applicable) and digital files and provide documents/references as needed
• Facilitate logistics to support remote and office working environment, including coordination of meeting logistics.

Essential Requirements

• Minimum of eight years of business experience, with at least six years as an executive assistant supporting C-level executives; preferably in the biopharmaceutical industry or other related fast paced, interruption driven environment
• The ability to manage and organize complexity and ambiguity
• Evidence of solution-oriented thinking skills
• Strong communication skills, attention to detail, and strong writing skills
• Strong team-oriented interpersonal skills
• Strong organization skills
• Ability to coordinate large and multiple projects and prioritize them
• Ability to work under pressure and time constraints and easily adapt to ever-changing conditions
• Ability to demonstrate flexibility but also determination
• Prior experience in scheduling domestic and international travel
• Advanced Microsoft Office skills (Office 365, Word, Excel, and Power Point)
• Bachelor's Degree is a plus

Palisade Bio and Insperity provide equal employment opportunities to all employees and applicants in all company facilities without regard to race (including hair texture and hairstyles), color, religious creed, sex, national origin, ancestry, citizenship status, pregnancy, childbirth, physical disability, mental and/or intellectual disability, age, military status, veteran status (including protected veterans), marital status, registered domestic partner or civil union status, familial status, gender (including sex stereotyping and gender identity or expression), medical condition (including, but not limited to, cancer related or HIV/AIDS related), genetic information, or sexual orientation in accordance with applicable federal, state and local laws.

This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Job Type: Full-time

Pay: $90,000.00 - $105,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Supplemental Pay:

• Bonus pay

COVID-19 considerations:
All employees currently work remotely.

Experience:

• Microsoft Powerpoint: 5 years (Preferred)
• Microsoft Outlook: 5 years (Preferred)

Work Location: One location