Executive Assistant

PowerToFly; New Jersey; Hybrid; USD 80,000 - 106,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

401(k) matching

Flexible paid time off

Job summary

Medidata is seeking an Executive Assistant to support a C-level executive in a hybrid on-site/in-office setting. The role requires managing complex calendars, coordinating internal and external meetings, travel, and expenses while maintaining confidentiality and discretion.

The position offers a hybrid work arrangement, with flexibility for in-office days, and includes competitive compensation, benefits, and opportunities to contribute to high-impact initiatives within a leading clinical trial

Qualifications

• Five+ years of experience as an Executive Assistant or similar role.
• Ability to handle confidential information.
• Excellent communication and organizational skills.

Responsibilities

• Manage complex executive calendars and prioritize competing demands.
• Coordinate domestic and international travel and expenses.
• Prepare research and handle confidential correspondence on behalf of the Executive.

Skills

Multitasking

Discretion

Interpersonal skills

Teamwork

Proactive mindset

Tools

Google Apps (Office Apps)

Concur

Job description

Location

This is a hybrid remote/in-office role.

Medidata follows a hybrid office policy in which employees who are hired for an in-person position are expected to work on site a certain number of days per week following Company policy.

About our Company

Medidata is powering smarter treatments and healthier people through digital solutions to support clinical trials. Celebrating over 25 years of ground-breaking technological innovation across more than 38,000 trials and 12 million patients, Medidata offers industry-leading expertise, analytics-powered insights, and one of the largest clinical trial data sets in the industry. More than 1 million registered users across approximately 2,300 customers trust Medidata's seamless, end-to-end platform to improve patient experiences, accelerate clinical breakthroughs, and bring therapies to market faster. A Dassault Systèmes brand (Euronext Paris: FR0014003TT8, DSY.PA), Medidata is headquartered in New York City and has been recognized as a Leader by Everest Group and IDC. Discover more at www.medidata.com. Listen to our latest podcast, from Dreamers to Disruptors, and follow us at @Medidata.

About the Team

Medidata Executive Assistants (EAs) are experienced Professionals who are responsible for performing administrative duties of advanced degrees of complexity for the assigned Executive (coverage may be up to four executives). The EAs have customary responsibilities such as managing correspondence, which is often of a confidential nature, and preparing research. They also communicate on behalf of the Executive and act as the "gatekeeper." Additionally, they handle more complicated special projects, including the coordination of complex meetings. In keeping with these duties, EAs are required to develop an acute understanding of the Executives' work style and requirements. They utilize this understanding to decide which scheduled events, meetings, and requests are most appropriate for allocation of the Executive's time. EAs are expected to accept the delegation of less consequential executive tasks, to perform those tasks with minimal disruption to the Executive, to actively listen and resolve problems, and to anticipate and meet the challenges of a fast-paced environment. In summary, Medidata EAs are expected to conform to the highest standards of performance, dependability, and professionalism. The role will require to be in office up to three days a week and also flexibility with executive schedules and meetings.

Responsibilities

• Serve as a trusted partner who understands executive priorities and work style while strategically managing complex, constantly changing calendars. Coordinate seamlessly with internal and external Executives and Assistants, exercise judgment in prioritizing competing demands.
• Anticipate needs, identify potential challenges, and independently develop solutions.
• Excel in a fast-paced Sales environment, effectively manage multiple priorities, and quickly pivot as business needs, schedules, and circumstances change.
• Sales & Stakeholder Support: Understand the urgency and pace of a Sales organization while building strong relationships with Executives, senior leaders, clients, and internal and external partners.
• Organization & Attention to Detail: Maintain a high level of organization, accuracy, follow-through, and attention to detail while managing complex calendars, meetings, communications, and special projects.
• Travel & Expense Management: Coordinate domestic and international travel and accurately process expenses in accordance with company policies and procedures.
• Professionalism, Discretion & Accountability: Handle confidential information with discretion, remain calm and solutions-oriented under pressure and consistently demonstrate professionalism, dependability, and accountability.
• Meeting & Office Support: Plan and execute on-site and off-site meetings, dinners, and events, while providing hands-on support in the office, including coordinating catering, booking meeting spaces, and assisting with day-to-day office needs.

Qualifications

• Minimum of five year's experience as an Executive Assistant, Assistant to a C-level Executive, or Office Manager
• Work with confidential information
• Proficiency in Google Apps (Office Apps), Concur, and other technology solutions
• Responds to management direction/ solicits feedback to improve performance
• Proactive and demonstrates initiative
• Demonstrates accuracy and thoroughness; monitors own work to ensure quality
• Ability to multitask effectively
• Strong interpersonal skills, ability to work in a team environment when required; high degree of tact

The salary range posted below refers only to positions that will be physically based in New York City. As with all roles, Medidata sets ranges based on a number of factors including function, level, candidate expertise and experience, and geographic location. Pay ranges for candidates in locations other than New York City, may differ based on the local market data in that region. The base salary pay range for this position is $79,500 -$106,000.

Base pay is one part of the Total Rewards that Medidata provides to compensate and recognize employees for their work. Most sales positions are eligible for a commission on the terms of applicable plan documents, and many of Medidata's non-sales positions are eligible for annual bonuses. Medidata believes that benefits should connect you to the support you need when it matters most and provides benefits, including medical, dental, life and disability insurance, 401(k) matching, family leave, flexible paid time off; and 10 paid holidays per year.

Equal Employment Opportunity

In order to provide equal employment and advancement opportunities to all individuals, employment decisions at Medidata are based on merit, qualifications and abilities. Medidata is committed to a policy of non-discrimination and equal opportunity for all employees and qualified applicants without regard to race, color, religion, gender, sex (including pregnancy, childbirth or medical or common conditions related to pregnancy or childbirth), sexual orientation, gender identity, gender expression, marital status, familial status, national origin, ancestry, age, disability, veteran status, military service, application for military service, genetic information, receipt of free medical care, or any other characteristic protected under applicable law. Medidata will make reasonable accommodations for qualified individuals with known disabilities, in accordance with applicable law.

We will accept applications on an ongoing basis until we fill the position.