Gotham Biotech Executive Assistant (Remote) in Portland, ME | 1282342111

Verified Pay check_circle	$31 - $34 per hour
Hours	Full-time
Location	Portland, Maine

Job Description

This is a remote position.

Summary

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to our executive leadership team. This remote role is critical in ensuring seamless day-to-day operations, enabling executives to focus on strategic priorities by managing complex schedules, coordinating high-level communications, and overseeing administrative workflows. The ideal candidate will possess exceptional attention to detail, strong discretion, and the ability to anticipate needs before they arise. As a trusted partner to senior leaders, you will play a pivotal role in maintaining operational efficiency, supporting corporate initiatives, and representing the executive office with professionalism and integrity. This position offers a dynamic, fast-paced environment with opportunities for growth and meaningful impact within a forward-thinking organization.

Responsibilities

Manage complex calendars, including scheduling meetings, travel arrangements, and executive commitments across multiple time zones.
Prepare and edit high-level correspondence, presentations, reports, and briefing materials with precision and professionalism.
Serve as the primary point of contact for internal stakeholders, external partners, and senior leadership, ensuring timely and accurate communication.
Coordinate and facilitate executive meetings, including agenda development, documentation, and follow-up action items.
Maintain confidential records and ensure compliance with data privacy and security standards.
Monitor and manage incoming communications, prioritizing urgent matters and escalating as appropriate.
Support project management efforts by tracking deliverables, deadlines, and cross-functional dependencies.
Handle expense reporting, vendor coordination, and procurement tasks with accuracy and accountability.
Anticipate executive needs and proactively resolve administrative challenges to maintain uninterrupted workflow.
Contribute to special projects and initiatives as assigned by the executive team.

Requirements

Requirements:

Bachelor’s degree in Business Administration, Communications, or a related field (or equivalent experience).
Minimum of 4 years of experience as an Executive Assistant or in a similar high-level administrative role.
Proven track record of supporting C-suite executives or senior leadership teams in a fast-paced environment.
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, and project management tools (e.g., Asana, Trello, Notion).
Exceptional organizational, time management, and multitasking skills with a keen eye for detail.
Outstanding written and verbal communication abilities, with the capacity to draft professional documents and communicate effectively at all levels.
High level of discretion, integrity, and professionalism when handling sensitive information.
Self-starter with the ability to work independently, take initiative, and adapt to evolving priorities.
Reliable internet connection and a dedicated, distraction-free home office environment.
Experience with virtual collaboration tools (e.g., Zoom, Microsoft Teams, Slack) and remote work best practices.

Executive Assistant (Remote)

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