Executive Assistant

MEDIDATA; New York (NY); Hybrid; USD 96,000 - 120,000; Full time

Job summary

An innovative firm is seeking a skilled Executive Assistant to support its leadership team. In this dynamic role, you'll manage complex schedules, coordinate travel, and organize high-priority meetings. Your exceptional communication and organizational skills will be essential in navigating the fast-paced environment, ensuring seamless operations. With a commitment to professionalism and confidentiality, you'll play a pivotal role in enhancing executive productivity. Join a forward-thinking company that values talent and offers competitive compensation and comprehensive benefits, including flexible paid time off and 401(k) matching. This is an exciting opportunity to make a significant impact in a thriving organization.

Benefits

Medical Insurance

Dental Insurance

401(k) Matching

Flexible Paid Time Off

Paid Holidays

Qualifications

• Minimum of five years as an Executive Assistant or Office Manager.
• Exceptional verbal and written communication skills required.
• Ability to manage multiple priorities in a constantly evolving environment.

Responsibilities

• Manage complex calendars for multiple executives.
• Set up domestic and international travel arrangements.
• Plan and execute meetings and events.

Skills

Verbal Communication

Written Communication

Organizational Skills

Time Management

Confidentiality

Interpersonal Skills

Initiative

Education

5+ years experience as Executive Assistant

Tools

Google Apps

Microsoft Office Suite

Concur

Job description

Location: Hybrid

About our Company:

Medidata: Powering Smarter Treatments and Healthier People

Medidata, a Dassault Systèmes company, is leading the digital transformation of life sciences, creating hope for millions of people. Medidata helps generate the evidence and insights to help pharmaceutical, biotech, medical device and diagnostics companies, and academic researchers accelerate value, minimize risk, and optimize outcomes. More than one million registered users across 2,000+ customers and partners access the world's most trusted platform for clinical development, commercial, and real-world data. Known for its groundbreaking technological innovations, Medidata has supported more than 33,000 clinical trials and 10 million study participants. Medidata is headquartered in New York City and has offices around the world to meet the needs of its customers. Discover more at www.medidata.com and follow us on LinkedIn, Instagram, and X.

About the Team:

Medidata Executive Assistants (EAs) are skilled 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, preparing research, communicating on behalf of the Executive, and acting as the "gatekeeper"; as well as handling more complicated special projects such as coordination of complex meetings. In keeping with these duties, EAs are required to develop an acute understanding of the Executives’ work style and requirements, and to 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 our NYC office up to three days a week and also flexibility with executive schedules and meetings. You will report to the Chief Technology Officer.

Responsibilities:

• Strategically manage complex calendars in a rapidly changing environment, requiring coordination with both internal and external Executives and Assistants

• Set up domestic and international travel arrangements

• Create and maintain an inventory of critical path projects and high-priority business development activities

• Plan and execute on-site and off-site meetings, dinners, and events

• Regularly organize meetings and calls with both internal and external business partners

• Process Executive expense reports ensuring compliance with company policies

• Provide ad-hoc assistance when in the office including receiving catering, room booking, and general office questions

• Maintain up-to-date distribution lists

• Additional responsibilities as assigned

Qualifications:

• Minimum of five year’s experience as an Executive Assistant, Assistant to a C-level Executive, or Office Manager.

• Exceptional verbal and written communication skills

• Ability to work with confidential information

• Excellent organizational and time management skills

• Proficiency in Google Apps (Office Apps), Concur, and Microsoft Office Suite

• Dependable, punctual, follows instructions, responds to management direction and solicits feedback to improve performance

• Ability to work independently and proactively; demonstrates initiative

• Ability to make professional decisions based on accumulated knowledge of position responsibilities

• Demonstrates accuracy and thoroughness; monitors own work to ensure quality

• Ability to manage multiple priorities in a constantly evolving environment effectively

• Strong interpersonal skills, ability to work in a team environment when required; high degree of tact

The salary range for the position that will be physically based in New York will range from $96,000 - $120,000 per year.

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 best-in-class benefits, including medical, dental, life and disability insurance; 401(k) matching; 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.