Sr. Executive Administrative Assistant

Scorpion Therapeutics; Town of Florida (NY); Hybrid; USD 95,000 - 150,000; Full time

Job summary

Scorpion Therapeutics is seeking a Sr. Executive Administrative Assistant to provide high‑level support to the COO and leadership team in a hybrid New York environment.

You will manage complex calendars, coordinate meetings and travel, prepare materials, and ensure smooth information flow to enable leadership focus and organizational efficiency. This role covers executive communications, cross‑functional coordination, office operations, and project support.

Qualifications

• Bachelor's degree required.
• 8+ years of experience in executive coordination or senior administrative support in complex, matrixed organizations.
• Experience leveraging AI tools to enhance productivity/workflow efficiency.
• Proficiency: Concur Travel & Expense; Microsoft Suite; Excel; PowerPoint.
• Advanced calendar, meeting, and event management.
• Exceptional written and verbal communication.
• High judgment, discretion, and emotional intelligence.
• Ability to synthesize information, anticipate needs, operate independently.
• Comfortable with ambiguity, shifting priorities, and incomplete inputs.

Responsibilities

• Strategic Executive Partnership: Partner with the COO as a trusted thought partner; manage time, access, and information flow using independent judgment; provide stability and momentum in fast-moving environments.
• Executive Time/Calendar/Cadence: Manage complex global calendars; act as gatekeeper for scheduling/access; own executive cadence; optimize calendars for focus time.
• Senior-Level Meetings & Coordination: Coordinate internal/external meetings; manage agendas, pre-reads, and executive-ready materials.
• Executive Communications & Stakeholder Management: Manage executive email/correspondence; draft responses reflecting executive voice and priorities.
• Administrative/Office/Operational Support: Coordinate communications/initiatives; oversee office operations; maintain admin processes.
• Project/Program/Enterprise Support: Support leadership initiatives; assist with offsites, visitor management, compliance tracking, committees, and contracts.
• Information/Travel/Event Management: Filing, minutes, onboarding, travel arrangements, expenses, meetings/events setup.
• Operational Excellence & Confidentiality: Track budget; improve workflows; handle sensitive information discretely.
• Cross‑Functional Coordination: Liaise with internal teams, external partners, and vendors.

Skills

Executive coordination

Calendar management

Communication

Stakeholder management

Discretion & judgment

Independent work

Ambiguity handling

Enterprise-level thinking

Education

Bachelor’s degree

Tools

Concur Travel & Expense

Microsoft Office Suite

Excel

PowerPoint

Job description

Sr. Executive Administrative Assistant (Hybrid)

Role Overview

• Provide high-level administrative, coordination, and operational support to the COO and leadership ecosystem to enable organizational efficiency and leadership effectiveness.
• Act as a trusted extension of the executive strategy office; ensure smooth information flow, disciplined execution, and operational reliability.

Key Responsibilities

• Strategic Executive Partnership: Partner with the COO as a trusted thought partner; manage time, access, and information flow using independent judgment; provide stability and momentum in fast-moving environments.
• Executive Time/Calendar/Cadence: Manage complex global calendars; act as gatekeeper for scheduling/access; own executive cadence (meetings, board‑adjacent activity, talent reviews, forums, conferences, external engagements); optimize calendars for focus time.
• Senior-Level Meetings & Coordination: Coordinate internal/external meetings; manage agendas, pre-reads, and executive-ready materials; align agenda sequencing with other EAs/coordinators; track follow-ups/actions/decisions.
• Executive Communications & Stakeholder Management: Manage executive email/correspondence; draft responses reflecting executive voice and priorities; serve as point of contact for SVP/VPs; interface with senior leaders, teams, partners, and vendors.
• Administrative/Office/Operational Support: Coordinate communications/initiatives; oversee office operations (supplies, services, purchasing, vendor coordination); maintain admin processes and provide backup support.
• Project/Program/Enterprise Support: Support leadership initiatives/special projects; assist with offsites, visitor management, compliance tracking, committees, and contract/payment processes; support internal communities (e.g., Credo Committee, Culture Team, WiSTEM, ERGs); manage/contribute to operational projects.
• Information/Travel/Event Management: Maintain filing systems; record/distribute meeting minutes; support onboarding; coordinate travel/lodging/transportation; process/reconcile expenses; plan/execute meetings and events (A/V, setup, catering).
• Operational Excellence & Confidentiality: Track budget as required; improve workflows; handle sensitive information with discretion; ensure operational reliability.
• Cross‑Functional Coordination: Liaise with internal teams, external partners, and vendors; enable cross‑functional collaboration.

Qualifications (Required)

• Bachelor’s degree.
• 8+ years of experience in executive coordination or senior administrative support in complex, matrixed organizations supporting VP/SVP leaders.
• Experience leveraging AI tools to enhance productivity/workflow efficiency.
• Proficiency: Concur Travel & Expense; Microsoft Suite; Excel; PowerPoint.
• Advanced calendar, meeting, and event management.
• Exceptional written and verbal communication.
• High judgment, discretion, and emotional intelligence.
• Ability to synthesize information, anticipate needs, operate independently.
• Comfortable with ambiguity, shifting priorities, and incomplete inputs.
• Strong organizational discipline with enterprise-level thinking.