This is a full-time role (40 hours/week) for a 6-month contract
Manage the CEO’s and executives’ calendars, organizing meetings and events and solving conflicts
Prepare daily schedules, briefings, and presentations so the CEO is ready for each meeting
Schedule meetings, prepare agendas and materials, and follow up on action items
Plan travel by booking flights, hotels, and ground transportation and building itineraries
Track and manage expenses for the executive team
Draft and manage emails, memos, and internal and external correspondence
Act as a discreet point of contact between executives and teams during organizational change
Conduct research and create reports on topics requested by executives
Organize files, records, and databases, keeping confidential information secure
Identify and implement process improvements that increase efficiency
Cover for the Senior Executive Assistant and support other administrative staff when needed
Assist with special projects and general administrative needs
What success looks like in the first 30 days: Builds working relationships with the CEO and supported executives, and learns their preferences, priorities, and communication styles.
Takes ownership of the CEO’s calendar, travel, and expense tracking with minimal hand-holding.
Becomes proficient in LabConnect’s systems and tools (Microsoft 365, Teams, SharePoint, Navan Concur or similar).
What success looks like in the first 90 days and beyond: Operates autonomously, anticipating executive needs rather than waiting for direction.
The CEO starts each workday with schedule, materials, and content prepared.
Meeting action items are tracked and followed through to completion.
Serves as a steady, discreet point of communication between executives and teams during a period of change.
1+ years of administrative experience supporting multiple executives
Highly skilled in calendar management
Highly skilled in travel coordination
Experience with travel and expense tools (e.g. Navan Concur, etc.)
Ability to handle confidential information with tact and discretion
Experience in a team environment, demonstrating tact, discretion, flexibility, and diplomacy
Experience with Microsoft 365 tools (e.g. Outlook, Word, PowerPoint, Teams, SharePoint, OneNote, etc.)
Experience with project management and cross-team coordination
Ability to manage time and prioritize competing tasks under tight deadlines
Ability to work autonomously and adapt quickly as priorities and processes change
Availability to work during US Eastern Time business hours
Strong communication skills in both spoken and written English
Startup experience
Experience in high-growth or transformational environments
Experience with Visio
Bachelor’s Degree in Business, Communications, or equivalent