Hybrid Executive Assistant chez GEMMABio

GEMMABio is a therapeutics company focused on speeding the research of and global access to life-changing advanced therapies for those living with rare diseases. The company will provide research and product development functions to bring gene therapy discoveries from the bench to the bedside faster and affordably.

GEMMABio is led by gene therapy industry pioneer Jim Wilson and his team of experts, who previously conducted their work in academia. Wilson is also the Chairperson of Franklin Biolabs, a Contract Research Organization. The collective goal of the two affiliated companies is to translate innovative scientific work into clinical trials, to then commercialize and distribute the new therapies around the world to patients who need them most.

Job Summary 

As an Executive Assistant, you will provide executive level support to the Executive Administrator to the CEO with attention to detail, clear communication and flexibility to learn and adapt in a fast-paced atmosphere. Administrative tasks will include scheduling meetings (domestic and international time zones), meeting room set up, scheduling and coordinating travel arrangements, processing expenses and reimbursements, registering and greeting visitors, event planning, along with other duties as needed. There is emphasis on setting up virtual meetings with internal and external stakeholders and learning all virtual platforms used at GEMMABio, including proficiency in Microsoft Office Suite.  Agility and flexibly are required for this role as responsibilities and priorities can shift depending on organizational needs. 

 Qualified candidates will demonstrate professional demeanor, diplomacy, and confidentiality.  Strong attention to detail is a must.

 This position reports to the Executive Administrator to the CEO. This position requires on-site presence 5 days per week. This role is exempt where evenings and weekends check-ins are expected.

Responsibilities and duties

• Schedule and organize complex activities such as meetings, travel, reservations, conferences, and departmental activities. This may require rigorous calendar management and includes all aspects of meeting scheduling and coordination: room reservation, catering, virtual platform set up, conference call, videoconferencing, or other needs. 
• Coordinate travel arrangements.  Book domestic and international flights, hotels and create itineraries.  Maintain and track travel arrangements and make changes when necessary.
• Draft written responses for replies by phone or e-mail when necessary. Respond to regularly occurring requests for information.   Utilize a shared email inbox with the Executive Administrator to correspond with internal and external inquiries.
• Greet, announce, and escort all visitors.  Responsible for the visitor process for all GEMMABio locations. Process travel expense reimbursements and accurately track travel of visitors.
• Establish, develop, maintain and update filing systems. Retrieve information from files when needed, develop, maintain and update digital files and paper archival files within digital filing platforms. 
• Organize and prioritize a high volume of information, tasks, and requests in a very fluid, ever-changing environment. Handle confidential and non-routine information and explain procedures when necessary.

The Executive Assistant must have thorough knowledge of the organization and its policies or procedures for decision-making, sound judgment, and self-confidence to enable him/her to act independently in the absence of direction related to setting priorities and making on-the-spot decisions when necessary.  This position requires a level of professionalism with the ability to prioritize tasks, consistent attention to detail, great listening skills, high energy and positivity, sense of urgency, and situational awareness. 

Requirements

• BS/BA Degree and 5 years of administrative support experience in a fast-paced environment required. 
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools (Teams, SharePoint, etc.).
• Excellent time management skills, organizational skills, and ability to multi-task and prioritize work in a fast paced, ever-changing environment with a sense of urgency.
• Strong attention to detail and problem-solving skills are a must. High level of discretion and professionalism, demonstrating situational awareness.
• Strong verbal and written communication abilities especially when working with diverse stakeholders worldwide. 
• This position requires strategic thinking with strong interpersonal skills, absolute discretion, resourcefulness, diplomacy and accuracy to meet deadlines in a fast-paced environment. 
• Regular and reliable attendance onsite 5 days per week is required. Evening and weekend check-ins are expected. 

NOTE: We are a dynamic organization in a rapidly changing industry where responsibilities associated with this position will change from time to time and in accordance with Gemma’s business needs. More specifically, the incumbent may be required to perform additional and/or different responsibilities from those set forth above.