Executive Assistant at Circuit Clinical

Description

Circuit Clinical® is on a mission to transform the way people find, choose, and participate in clinical research.

We are searching for an Executive Assistant to join our team!

Circuit Clinical was ranked 20th nationally for Best Workplaces for Innovators by Fast Company® and was named an Inc. Magazine® Best Workplaces 2021. Topping a long list of innovation and startup awards over the last 5 years – including winning SCOPE’s Participant Engagement Award and winning at 43North - Circuit recently won Fast Company’s World Changing Ideas™ Award.

Our award-winning culture is grounded on a belief in the values of transparency, inclusion, accountability, performance, talent seeking, & continuous learning. We live these values every day and we’re looking for a leader who embodies them. Our focus is on building an incredible, hard charging Team and on providing them with the opportunity to do the best work of their careers. In short, we’re motivated to take on the hardest problems in the development of new medicines – this is Work That Matters.

To accomplish our Mission, we know we must recruit the most dynamic, mission-driven, empathetic, and passionate leaders in our industry. That’s where you come in!

What We Offer:

If you’ve been looking for a chance to work with an amazing, highly motivated team and to have direct impact in building a transformative clinical trials company every day – that is exactly what we’re offering. We provide competitive benefits and an environment focused on helping you grow personally and professionally. 

What You Will Bring to Circuit Clinical:

As our Executive Assistant you will be responsible for providing support to our Executive Management Team. The ideal candidate will be able to manage multiple priorities, possess exceptional communication skills, and thrive in a fast-paced environment.

You will report to the CEO and work in collaboration with our finance, clinical operations, and commercial teams.

Requirements

You’ll Be Responsible For:

• Manage complex calendars, scheduling meetings, appointments, and travel arrangements for executives.
• Act as a gatekeeper, screening and prioritizing incoming communications & meetings for executives.
• Prepare and edit correspondence, presentations, reports, and other documents as needed.
• Coordinate and execute special projects, events, and initiatives on behalf of the executive team.
• Assist in the preparation of agendas, materials, and logistics for meetings, conferences, and presentations.
• Liaise with internal departments, like the executive assistant team, external partners, and stakeholders to facilitate communication and workflow.
• Manage expense reports, reimbursements, and invoices in a timely and accurate manner.
• Anticipate needs and proactively identify opportunities to streamline processes and enhance efficiency.
• Additional duties as assigned.

Your Qualifications [Please don’t Select Yourself Out of the running! If you’re close on these and want to meet us – we want to meet you too!]:

• 4+ years of experience as an executive assistant or similar role supporting executives.
• Strong proficiency in Microsoft Office Suite.
• Excellent attention to detail and a high level of accuracy.
• Strong communication and interpersonal skills.
• Ability to work independently while managing multiple priorities.
• Comfortable working with internal teams and external partners.

Who You Are: 

We prize 4 traits above all others:

Hungry: we like people who are ambitious for themselves AND for our Mission and for each other – we’ll all win together and that takes real drive

Happy: we seek pragmatic optimists – pessimism and ironic dispositions, especially in leadership can kill startups – we seek those who know the world can be improved by those who work hard and smart to change it

Humble: not the false “I’m not really anything” kind of modesty – we like swagger! But we prize people who are confident who know they are great, and so is everyone around them… and act accordingly

Smart: there are a LOT of smart people here… but smart is last for a reason. We want those kinds of smart people who can collaborate and respect the intelligence of others.

What Else Predicts Success and Happiness for you at Circuit?

• You are results oriented and see projects through to the finish line without losing momentum – you are comfortable connecting with others at all levels of the organization to help drive a culture of accountability and performance 
• You are proactive. We have a bias to action at Circuit, so we expect our leaders to drive to solutions with confidence. When problems arise, you think through them logically and with clarity, surface them rapidly and collaborate to resolve them swiftly.
• You are an excellent communicator, both verbally and written. You will need to clearly articulate the business, vendor and customer needs and provide status updates to leadership.
• You like to ask questions. You understand the need to obtain drilled down details to have smooth operating success. You can live in those details without losing sight of the bigger picture and the result. 
• You are collaborative and work well in a team environment.

The other fine print: 

Location: This is an on-site position, proudly based in the Seneca One tower of Buffalo, NY. 

Exemption status: Part time, non-exempt, 15 hours per week.

Physical requirements: the following physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions: Regularly required to sit; use hands; reach with hands and arms; talk and hear. Specific vision abilities include close vision 

Other duties: the duties and responsibilities described are not a comprehensive list and that additional tasks may be assigned to the employee from time to time; or, the scope of the job may change as necessitated by business demands