Office Manager

ABOUT US

Our company, based in Jupiter FL, is a pioneering biopharmaceutical company dedicated to advancing science and enhancing lives. Specializing in innovative therapeutics and technology, we collaborate to discover and deliver breakthrough medicines across diverse therapeutic areas, driving industry innovation and contributing to global healthcare improvement.

POSITION SUMMARY

We are seeking a highly organized and detail-oriented individual to fill the role of Personal/Executive Assistant. The ideal candidate will be local to Jupiter, FL and occasionally be willing to provide 24/7 support. This position requires a proactive professional who can efficiently manage calendars, inboxes, travel arrangements, events, projects and more. The ideal candidate will thrive in a fast-paced environment, exhibit excellent communication skills, and be adept at handling a wide range of responsibilities while proactively anticipating needs and learning preferences of those they work with regularly.

RESPONSIBILITIES

Calendar and Inbox Management

• Efficiently manage multiple calendars and inboxes
• Prioritize and schedule meetings, ensuring optimal use of the Executive’s time.
• Streamline communication and maintain a well-organized inbox.

Daily Schedule Creation

• Create, manage, and maintain comprehensive schedules for the Executive, considering priorities and time-sensitive tasks.
• Provide a clear roadmap for the day, week, and month to best utilize time and forecast what makes the best use of travel

Travel Coordination

• Handle all aspects of travel arrangements, including flights, accommodations, and ground transportation.
• Ensure the executive's travel plans align with business objectives and personal preferences.
• Adapt quickly to changes in travel itineraries and proactively address any issues that may arise.
• Must be available remotely, 24/7 when the Executive is traveling (50-70% of the time)

Event Management

• Plan and coordinate various events, including team-building activities and board meetings.
• Collaborate with internal and external stakeholders to ensure seamless execution of events.
• Anticipate and address logistical challenges to guarantee successful events.

Office Presence

• Full time, onsite.
• Act as a point of contact for colleagues and external partners in the executive's absence.
• Handle any assigned work from C-Suite staff or as directed by CEO.

QUALIFICATIONS

• Proven experience as an executive/personal assistant.
• Exceptional organizational and multitasking abilities.
• Strong interpersonal and communication skills.
• Proficient in calendar and inbox management.
• Flexibility to adapt to changing priorities and travel schedules.
• Discretion and confidentiality in handling sensitive information.