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Executive Assistant

Company: Merz Aesthetics
Location: Raleigh
Posted on: November 22, 2021

Job Description:

The Research and Development (R&D) Executive Assistant (EA) is primary responsible for providing support to the Chief Scientific Officer (CSO). This includes but is not limited to: Overseeing CSO and Raleigh-based Research and Development Leadership Team (RDLT) daily operations (calendar management, travel planning, Raleigh R&D office space planning and management, RDLT meeting and event coordination, managing key R&D information tracking) and leading/participating in R&D operational excellence initiatives.Essential Roles and Responsibilities:Support Services:Provide comprehensive support services to the CSO and Raleigh-based RDLT that ensures a professional, responsive and effective experience with the organization as a whole to include directing calls/emails of a general nature.Calendar Management:Provide sophisticated calendar management to the CSO and Raleigh-based RDLT. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgments and recommendations to ensure smooth day-to-day engagements. Set up team meetings and maintains electronic staff calendars.R&D Leadership Team Meetings:Set up bi-monthly RDLT meetings and responsible for Agendas and Minutes.Correspondence:Administer correspondence, manage incoming calls, and prioritize phone messages, emails, and mail. Write error-free, eloquent emails and letters for various events and announcements on behalf of the CSO. Handle all calls and visitors with grace, sophistication, and professionalism.Travel Arrangements:Provide complex travel arrangements for the CSO and Raleigh-based RDLT. Responsible for becoming familiar with the specific, detailed needs of the CSO and travel partners. Create travel itineraries and is available during travel times to quickly address any last-minute changes or cancellations.Expenses:Accurately tracks expenses for the CSO and Raleigh-based RDLT by managing credit cards and receipts. Processes and submits receipts accurately and on schedule.Scheduling Meetings:Work in a professional and focused manner to schedule internal and external meetings. Prepare for meetings including ordering lunch, booking conference rooms, setting up projector or video conferencing units. Responsible for Agendas and Minutes.Meeting Preparation:Use Outlook, Word, Excel, and PowerPoint to produce materials for internal and external meetings and conferences.Daily Operations:Raleigh R&D office space planning and management and managing key R&D information tracking.Confidentiality:Maintains confidentiality and uses a high degree of discretion.R&D Initiatives:Lead/participate in R&D operational excellence initiativesConfidentiality:Maintain confidentiality and uses a high degree of discretion.Other duties as assigned.Knowledge, Skills, and Abilities:A Degree in Life Sciences is Preferred.Previous administrative/organizational management role in life sciences or healthcare Required.High computer proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)Project Management experience.Decision Making Authority - within established guidelines, perform duties with minimal direction. Perform required tasks with minimal supervision to successfully complete assigned projects.Provide systematic and dependable follow up, as well as a high level of organization and preparedness.Personal Skills:Ability to work collaboratively in a team environment with a spirit of cooperation and as a relationship builder.Display excellent communication skills including presentation, persuasion, and negotiation skills in working with guests, vendors, and team members and including the ability to communicate effectively and remain calm and courteous under pressure.Displays engaging interpersonal skills including the ability to think and act strategically, provide sound judgment, and provide positive and energetic attitude.This job description is an overview intended to describe the general nature and level of work being performed by individuals assigned to this job. The descriptions above are not intended to be an exhaustive list of all responsibilities, duties, and skills required of the job. All employees may have other duties assigned at any time.This job description may be altered at any time during the course of employment with functions added, deleted, and/or altered as necessary.ExperienceRequired3 year(s): Previous administrative/organizational management role in life sciences or healthcare.EducationRequiredHigh School or betterPreferredBachelor of Science or betterEqual Opportunity Employer/Protected Veterans/Individuals with DisabilitiesThe contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

Keywords: Merz Aesthetics, Raleigh , Executive Assistant, Other , Raleigh, North Carolina

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