Executive Coordinator

The Executive Coordinator is responsible for the administrative coordination of the Executive Team. The person selected for this role will step into a position that will quickly emerge as one of the most critical members of the organization - a singular team member responsible for driving the success of the majority of our c-suite.

Reporting to the Chief of Staff (who directly supports the CEO), this individual will support the CFO, CPO, CMO, CTO, & EVP of Life Sciences Strategy & Innovation. This role supports bi-coastal leadership, some of whom travel on nights and weekends. Due to this, there will be times in which evening or weekend work is necessary.

The ideal candidate will be self-driven, HIGHLY ORGANIZED, and a proactive problem solver with excellent communication skills and an acute attention to detail. This person has the intuition to react with appropriate urgency to emerging situations, be able to complete multiple high-priority tasks efficiently, and be comfortable making decisions with minimal oversight or mentorship. Additionally, they will be a chameleon… great at working with a variety of personality types and communication styles.

What you'll be doing:

This role will provide high-level administrative support to the Executive team, primarily in the Life Sciences division, alleviating the Executive leader’s responsibilities and calendars. This individual will keep the executive’s communications and schedules organized so they can spend their time effectively. We are seeking someone with previous executive support experience who also has experience in the Life Sciences industry.

The Executive Coordinator will support the team to ensure that company goals and objectives are accomplished and that the operations run efficiently.

They will…

• Operate in a high profile role supporting key executives in a fast paced HealthTech organization
• Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to senior leadership
• Provide executives with a high degree of urgency and confidentiality with a strong attention to detail
• Take ownership of assigned tasks, which may include coordination and support of varying departments and internal teams
• Become a trusted resource in helping to support higher-impact projects
• Maintain professionalism and strict confidentiality with all materials, and exercise discretion
• Be asked to review written communication and internal communications on behalf of leaders
• Coordinate travel arrangements
• Monthly Expense Reporting for assigned executives
• Set agendas and attend meetings to thoroughly document content, while also coordinating follow up tasks and tracking completion on behalf of the executive member

Additionally, they will provide support for a broad range of Life Sciences activities including, but not limited to:

• Support the preparation for meetings, conference calls, and customer events
• Assist in planning client calls/visits and client leads follow-ups
• Support of Salesforce CRM and Pipeline management
• Assist and create accounts, contacts, and opportunities within salesforce as directed and optimize our CRM automation and lead nurturing process
• Coordination of legal and financial reviews of client contracts working with internal teams (ie. finance & account managers) and client organizations’ procurement departments as needed
• Assist in developing NDAs, MSAs, SOWs and Work Orders based on input from Enterprise leads
• Partner with Marketing on the coordination and management of the Enterprise team’s conference attendance planning and necessary follow-ups
• Perform other ad-hoc duties to support client services and sales
• Travel as needed/required for off-sites and conferences

The ideal candidate:

• 2+ years supporting the c-suite in an executive admin or executive coordinator role
• Experience in the pharma, biotech, medical device industries
• HIGHLY organized & HIGHLY detail-oriented - you have been able to “build IKEA shelving in a hurricane”
• Capable of operating at a fast pace, with little oversight, and at a high level of complexity
• Ability to handle shifting priorities and willingness to be the right hand person of each executive
• Analytical thinking: ability to solve issues quickly and effectively through a methodical, systematic approach
• Proactive & clairvoyant: able to predict the needs of an exec and execute before being asked
• Interpersonal skills: Ability to develop and maintain cooperative working and business relationships
• Organization management: Organizes large amounts of information by creating well organized systems; translates strategies into step by step plans for action
• Time management: Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
• Communication: Ability to listen, gather information, and effectively communicate verbally and in writing; adapts communication style to audience
• Salesforce.com CRM experience is preferred
• Proficient in MS Office software
• Flexible, "can do" attitude