Executive Assistant to the CEO

Hlx Life Sciences; New York (NY); On-site; USD 100,000 - 120,000; Part time

Job summary

An innovative and rapidly growing creative studio is seeking a dynamic Executive Assistant to support the CEO. This role is crucial in managing daily operations and contributing to the company's success. The ideal candidate thrives in a fast-paced environment and possesses exceptional organizational skills. Responsibilities include managing the CEO's calendar, preparing materials for meetings, and coordinating travel arrangements. Join a forward-thinking company where your contributions will directly impact the growth and success of the organization, making every day both challenging and rewarding.

Qualifications

• 10+ years as an Executive Assistant in a fast-paced environment.
• Experience supporting C-level executives in a start-up setting.

Responsibilities

• Manage the CEO’s calendar and appointments effectively.
• Assist in drafting internal and external communications.
• Coordinate travel arrangements and logistics for business trips.

Skills

Organizational Skills

Communication Skills

Microsoft Office Suite

Project Management Tools

Time Management

Confidentiality

Education

Bachelor's Degree or Equivalent Experience

Tools

Asana

Trello

Monday.com

Job description

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We are seeking a dynamic and organized Executive Assistant to support the CEO of an innovative and rapidly growing creative studio who work with MedTech, Biotech and Pharma companies. As the Executive Assistant, you will play a crucial role in managing the CEO’s daily operations, and contributing to its overall success. This is a fast-paced, hands-on role ideal for a highly organized, resourceful individual who thrives in a creative environment.

Key Responsibilities:

CEO Support:

• Manage the CEO’s calendar, schedule, and appointments, ensuring time is allocated effectively.
• Prepare and organize materials for meetings, including presentations, reports, and agendas.
• Act as the first point of contact for the CEO, managing phone calls, emails, and other correspondence.
• Coordinate travel arrangements and logistics for business trips, conferences, and meetings.
• Assist in drafting and proofing internal and external communications.

Operational Support:

• Help prioritize the CEO’s day-to-day activities and ensure deadlines are met.
• Track and follow up on action items from meetings, ensuring progress and completion.
• Handle confidential information with discretion and integrity.
• Assist in implementing and improving business processes and workflows.

Strategic Initiatives:

• Assist with research and preparation for business development opportunities, partnerships, and investor relations.
• Support the CEO with ad-hoc tasks related to product development, fundraising, and operational growth.

Project Management:

• Manage or assist with special projects as required by the CEO.
• Help coordinate inter-departmental communication to ensure alignment on key initiatives.
• Support the leadership team in managing internal communication.
• Build relationships across teams and act as a liaison between the CEO and other team members.

Skills & Qualifications

Experience:

• 10+ years experience as an Executive Assistant, Personal Assistant, or similar role in a fast-paced environment.
• Experience supporting a C-level executive, preferably in a start-up or entrepreneurial setting.

Skills:

• Exceptional organizational skills and attention to detail.
• Strong verbal and written communication abilities.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and familiarity with project management tools (e.g., Asana, Trello, Monday.com).
• Excellent time management skills, with the ability to juggle multiple tasks and priorities.
• Ability to work independently and with a team in a fast-paced and dynamic environment.
• High level of professionalism, tact, and confidentiality.

Education:

• Bachelor’s degree or equivalent experience preferred, but not required.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Part-time

Job function

• Job function

  Administrative, Art/Creative, and Business Development

• Industries

  Marketing Services, Public Relations and Communications Services, and Biotechnology Research

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