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Executive Administrative Assistant President and
Job Opportunity at
Spark Therapeutics, Inc
Posted on Mar 28
Provides high caliber administrative support to the President and Head of R&D in a fast-paced and highly dynamic setting. The primary accountability is to ensure the needs of the executive and their function are prioritized, organized and executed in order to maximize their productivity. Daily responsibilities include calendar management, scheduling of meetings, phone support, expense reports, travel arrangements, external conference registration, word processing of documents (including scientific manuscripts), archival of documents, development of presentation slides, tracking/processing of purchasing requests (proposals, POs, accruals), and any other departmental support tasks as assigned.
The Executive Assistant may also create agendas and coordinate various cross functional meetings.
The incumbent must be highly intelligent, flexible and resourceful with exceptional communication skills and strong organizational ability. This individual is expected to have the judgment necessary to prioritize conflicting goals, communicating effectively and collaboratively throughout the organization as required. Demonstrated ability to serve as an extension of the executive to internal and external audiences with the utmost professionalism. May be required to manage projects for the departments.
Provide travel, schedule, and meeting coordination such as:
Coordinate travel plans, both domestic and international, and develop travel itineraries and schedules to accommodate such plans
Manages conference registration processes
Prepare expense reports in a timely and accurate manner
Maintain and act as a gatekeeper to the executives calendar ensuring prioritization of meetings and visitors
Coordinate candidate interviews and meetings including reserving meeting rooms, confirming attendee availability, and securing audio/visual equipment, catering and other resources.
Provide ongoing administrative assistance such as:
Prepare professional routine and non-routine correspondence, memoranda, reports, spreadsheets and presentations. Contacts company employees at all organizational levels and externally to gather information.
Compile and analyzes information and reports relevant to department projects.
Assists executive with record keeping by maintaining intuitive and easy to manage electronic and paper filing systems.
Maintain meeting minutes as appropriate, capturing key accomplishments and action items. Follow up as necessary on status of action items.
Coordinate with broader administrative team to provide general office support including:
Serving as a back-up for other assistants as required.
Participates in projects and initiatives including:
Updating research manuscripts with proper citations
Maintaining current resume of executive (i.e. adding new publications and posters)
Assists with or participates as a team member on department projects.
Manages and completes own projects.
Ability to maintain confidentiality
Advanced MS Office skills:
Word: Forms, Mail Merge, Index and Tables
Excel: Forms, Formulas, Functions, Pivot Tables, Graphs
PowerPoint: Graphics, Animation
Experience with Endnote is a plus (software that supports the research process including searching, organizing, writing, publishing and sharing)
Ability to use a personal computer to accurately type a minimum of 50 words per minute
Ability to operate general office equipment and technology such as video conferencing and teleconferencing
Expertise in complex calendar management with the ability to continuously prioritize
Expertise in international and domestic, including external conference registration
Ability to prioritize and perform multiple tasks in a fast-paced, collaborative team environment
Ability to proactively solve problems
Ability to interact appropriately with senior management on a regular basis
Advanced verbal and written communication skills; the ability to compose professional letters and emails on behalf of executive
Advanced organizational skills; ability to organize and maintain accurate, orderly files and records
Strong attention to detail; ability to accurately proofread documents
Strong customer-service orientation
High School diploma, or equivalent
Generally has 10+ years high-level administrative experience in a professional environment; experience in R&D a plus
Prior experience supporting the most senior leadership of the company is required
Experience working with members of senior management, high-profile clients, and/or members of the Board of Directors
Basic understanding of the research publications process is preferred
WHO WE ARE:
Transforming Patient’s Lives. Spark Therapeutics is a pioneering gene therapy leader transforming the lives of patients suffering from debilitating genetic diseases by developing one-time, life-altering treatments. We are embarking on our goal to deliver the first approved gene therapy product in the US for genetic blinding conditions and have a product pipeline addressing other unmet rare genetic diseases. We have an entrepreneurial culture and are looking for talented and passionate professionals who are committed and motivated to making a difference in the lives of our patients. If you share our passion for excellence and are looking for a dynamic work environment that fosters creativity, scientific innovation and team collaboration, you may be a great fit for our team.
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