Executive Assistant

Transpharmation is a dynamic preclinical contract research organization that specializes in high-quality, translational drug discovery services. The company provides a friendly and team-oriented work atmosphere as well as competitive wages and benefits.

Job Summary

The Executive Assistant (EA) will be responsible for handling responsibilities related to the four members of the Executive Team (ET) and elements of the Leadership Team (LT). Main executives are split evenly between the UK and Canada. The EA will be handling the ET's calendar, travel and other commitments required of them. This role requires a highly organized and adaptable professional who excels in communication and can thrive in a fast-paced environment. The successful candidate will be strong and confident, capable of handling those who may not necessarily wish to be handled! The EA will provide a critical link between the ET and the private equity owners.

The Executive Assistant will also be required to hold a seat on the Animal Care Committee (ACC) as a Coordinator. As ACC Coordinator the EA will liaise across a broad section of the company ensuring the smooth operation and swift handling of current and upcoming studies.

Duties And Responsibilities

KEY ACTIVITIES

• Manage the executive team emails, calendars, meeting schedules and coordinate appointments.
• Work closely and effectively with your executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Prepare and edit correspondence, reports, and presentations.
• Perform general administrative tasks, including filing, record-keeping, and office organization.
• Coordinate domestic and international travel plans, including booking flights, accommodations, transportation, and preparing itineraries.
• Manage a wide variety of meetings, including preparing agendas and meeting document packages, arranging meeting space, coordinating catering and technology, and recording meeting minutes.
• Maintain discretion and confidentiality with all ET members.
• Work collaboratively with other members of the Operations team to support day-to-day operations.
• Build relationships with internal and external agents that contribute to the success of the organization.
• Handle special projects for the executive team, some of which may have organizational impact.

Other Duties

• The EA may be required to support other areas of the business, including finance, operations and Human Resources.
• Ensure that Animal Care Committee (ACC) policies and procedures are followed as outlined in the Terms of Reference.
• Attend all meetings of the ACC, record meeting minutes and provide feedback and support to committee members.

INTERACTION AND COMMUNICATION

This position requires communication with various vendors, sponsors, banks, and Transpharmation employees.

WORKING CONDITIONS

ENVIRONMENT

Generally working in a typical interior office work environment.

RISK TO HEALTH

There will be occasional periods of several hours per day performing physically repetitive procedures (typing, filing etc.). There is also a potential for digital eye strain resulting from prolonged computer use.

Physical Requirements

PHYSICAL DEMANDS

No or very limited physical effort required. No or very limited exposure to physical risk.

PHYSICAL DEXTERITY

Visual acuity, agility, accuracy and consistency will be required.

Qualifications

EDUCATION

• Bachelor’s degree or College Diploma preferred.

Experience

• 2-3 years of experience as an Executive Assistant or in a similar role.
• An understanding of and commitment to confidentiality including demonstrated ability handling sensitive confidential information in all formats.

KNOWLEDGE

• Incredibly organized, self-motivated, with great attention to detail.
• Excellent written and verbal communication.
• Exceptional time-management skills.
• Highly skilled in Microsoft Office Suite (Word, PowerPoint, Excel, SharePoint, Office 365).
• Ability to multitask.
• Ability to work in a team environment as well as independently.
• Ability to work under pressure and with tight deadlines.