Executive Assistant (Temporary) chez GenVault Career Opportunities

Job Summary:

The Executive Assistant to the CEO/President, plays a pivotal role in supporting the seamless operation and strategic growth of a diverse portfolio of companies and entities. 

Job Description:

Acting as the right-hand to the CEO/President, the Executive Assistant requires a high level of professionalism, discretion, and adaptability. This role provides direct support to the CEO and extends assistance to the broader leadership team, ensuring the flawless execution of initiatives, operational excellence, and alignment with organizational goals. This role demands exceptional organizational skills, proactive problem-solving, and the ability to manage multiple priorities in a fast-paced, evolving environment.

Responsibilities:

·        Oversee the operations of the office of the CEO; serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy.

·        Project Management of the CEO’s special projects

·        Support the CEO’s personal matters

·        Management of CEO office staff

·        Collaborate with the finance, operations, HR and customer service teams, as a communication proxy on behalf of the CEO

·        Creatively solve problems on behalf of the CEO and manage information flow thru the office of the CEO

·        Collaborate with HR to support companywide initiatives as we ramp up into high growth mode

·        Exemplify confidentiality and professionalism

·        Ensure the CEO is prepared and informed ahead of all meetings and events.

·        Represent the CEO with professionalism, discretion, and tact.

·        Maintain and manage a dynamic, complex calendar with frequent changes and competing priorities.

·        Coordinate all internal and external meetings in person, including with board members, clients, and senior leadership. Prepare meeting agendas, materials, food & beverage requirements and follow-up action items.

·        Schedule, host, and manage meetings through Microsoft Teams, including setting up virtual rooms, managing attendees, and troubleshooting technical issues.

·        Support the CEO in preparing and delivering virtual presentations, ensuring smooth screen sharing, document distribution, and follow-up.

·        Monitor, prioritize, and draft responses to the CEO’s email inbox to ensure timely communication.

·        Plan and book complex domestic and international travel arrangements (flights, accommodations, ground transportation, itineraries) for all company employees.

·        Process incoming and outgoing mail and packages efficiently. Coordinate shipments via UPS, FedEx, USPS, or other carriers as needed.

·        Performs all other duties as assigned

Education and Experience:

·        Bachelor’s degree

·        8-10 years of proven experience in supporting C-suite executives, including heavy schedule management, travel arrangements, budgeting, and project management

·        Exceptional communication and interpersonal skills, with the ability to collaborate effectively at all organizational levels

·        Ability to work independently, stay hyper-focused, and prioritize work effectively

·        Results-oriented, diligent, and detail-oriented

·        Proficient in Microsoft Office

Preferred:

• Previous experience in life science.
• Knowledge of sales software, i.e. Salesforce, Zoho

Job Type: Full-Time/Temporary (Approx. 6 to 7 mo.)/Travel 20%

Work Location: West Deptford, NJ/On-Site

Salary: $30.00 – $40.00/hour

Total Rewards:  

• Health/Medical Benefits
• Health Reimbursement Account
• Flexible Spending Account
• Dental, Vision, etc.
• Company Paid Short-Term Disability
• Company Paid Long-Term Disability
• Accident/Critical Illness/Hospital Insurance
• Pet Insurance Options
• PTO
• 401K with Employer Match

 Physical Requirements:

• Reaching, lifting, bending
• Ability to lift 10 lbs.
• Extended periods of standing or sitting
• Right- and left-hand finger dexterity
• Ability to discern colors or use of color correction glasses
• Travel: Driving a car and traveling by airplane 

We are an equal opportunity employer and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.