Executive Assistant

Hemanext; Raleigh (NC); Hybrid; USD 60,000 - 85,000; Full time

Job summary

Hemanext seeks an experienced Executive Assistant to support the CEO with calendar management, travel planning, email triage, document preparation, and coordination of meetings. You will use Microsoft Office and AI tools to improve efficiency and accuracy in daily operations.

The role adapts to location: Raleigh, NC offers fully remote work with occasional in-person meetings; Lexington/Bedford, MA is primarily onsite with one remote day per week, subject to manager approval.

Qualifications

• Bachelor's degree or equivalent combination of education and relevant work experience.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, OneDrive, and SharePoint.
• Experience utilizing AI-powered productivity tools to improve administrative efficiency is preferred.

Responsibilities

• Manage CEO calendar and travel plans, including domestic and international itineraries.
• Coordinate meetings (virtual and onsite), board meetings, and All-Hands events.
• Prepare PowerPoint presentations, Excel reports, and Word documents; use AI tools to boost efficiency.
• Provide ad hoc administrative support to the CEO and Commercial Team as needed.

Skills

Executive support

Calendar management

Travel coordination

Excellent communication

Microsoft Office

AI productivity tools

Education

Bachelor's degree

Tools

Outlook

Word

Excel

PowerPoint

OneDrive

SharePoint

Job description

Please Note: This position may be based in either the Greater Raleigh, NC area or the Lexington/Bedford, MA area, with the work arrangement based on location:

• Raleigh, NC: Fully remote, with availability for occasional in-person meetings and collaboration with the CEO.
• Lexington/Bedford, MA: Primarily onsite, with the flexibility to work remotely one day per week, subject to manager approval.

The Executive Assistant provides high-level administrative support to the CEO and is responsible for managing day-to-day priorities to ensure efficient business operations. The position will manage the CEO's calendar, schedule meetings, review, prioritize, and respond to emails, organize documents, maintain records, take meeting notes, coordinate travel, prepare expense reports, and perform other administrative tasks that support the CEO. Depending on business needs and available capacity, the position may also provide administrative support to the Commercial Team, including travel coordination and other administrative activities.

KEY RESPONSIBILITIES

• Travel Plan Management: Experienced with all aspects of domestic travel arrangements and planning. Manage travel arrangements for the CEO and periodic visitors to the Company. Prepare detailed itineraries and respond to travel changes due to delays, cancellations, or other unforeseen circumstances. May also assist with international travel planning as business needs require.
• Meeting Management: Experienced managing meeting scheduling and event planning. Responsible for coordinating internal and external meetings, both virtually and onsite, ensuring conference rooms, communications, bookings, and meals/snacks are arranged as needed. Coordinate Board of Directors meetings, visitor meetings, and Company All-Hands meetings. Proficient with video and audio conferencing.
• Document Preparation: Prepare professional PowerPoint presentations, Excel spreadsheets, and Word documents using information provided by the CEO and other business leaders. Demonstrate proficiency with Microsoft Office applications and the responsible use of artificial intelligence to improve efficiency and expedite administrative tasks.
• Administrative Support: Provide administrative support to the CEO and, as workload permits, the Commercial Team. Coordinate travel, scheduling, document preparation, expense reporting, and other administrative activities. Perform additional administrative duties and special projects as assigned.

WORK EXPERIENCE

• Five (5) years supporting C-suite executives or other senior leaders with a strong focus on executive administration, scheduling, and travel coordination.
• Strong organizational and project coordination skills with the ability to manage multiple priorities in a fast-paced environment.

EDUCATIONAL REQUIREMENTS

• Bachelor's degree or equivalent combination of education and relevant work experience.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, OneDrive, and SharePoint.
• Experience utilizing AI-powered productivity tools to improve administrative efficiency is preferred.

COMPETENCY and BEHAVIORAL REQUIREMENTS

• Excellent, articulate communicator, both written and oral.
• High energy, highly accessible.
• Ability to multi-task and manage priorities effectively. Must be able to juggle multiple demands simultaneously, from the basic to the more complex.
• Sense of humor and ability to work enthusiastically.
• Calm under pressure. Operates with a high degree of independent judgment and absolute discretion when dealing with confidential matters.

PHYSICAL DEMANDS

The physical demands described here are representative of those required to successfully perform the essential functions of this remote position. The employee must be able to work at a computer for extended periods and communicate effectively by phone, video conference, and email. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.