Job Description: Executive Assistant to CEO & Chairman
Company Overview
A leading life sciences company based in Chicago, specializing in creating, building, and funding innovative biology-based organizations to address society's most challenging medical issues. With a team of ~22 employees and offices in Chicago, Pennsylvania, and Miami, the organization fosters a collaborative and dynamic work environment.
Position Summary
The Executive Assistant to the CEO and Chairman will provide high-level administrative support to the CEO, ensuring seamless day-to-day operations. This role requires exceptional organizational skills, attention to detail, and the ability to take initiative in a fast-paced, high-performing environment. The ideal candidate will be proactive, resourceful, and capable of managing complex tasks while maintaining a high level of professionalism and confidentiality.
Key Responsibilities
Executive Support: Manage the CEO's calendar, schedule meetings, and coordinate with internal and external stakeholders.
Travel Coordination: Arrange complex domestic and international travel, including itineraries, accommodations, and logistics.
Expense Management: Process and reconcile expenses, ensuring timely and accurate reporting.
Event Management: Plan and execute events, including board meetings, leadership retreats, and other corporate functions.
Communication: Serve as a liaison between the CEO and leadership teams across the organization. Draft, edit, and proofread correspondence and presentations.
Personal Assistance (30%): Support the CEO's family office needs, including managing appointments, coordinating personal travel, and addressing inquiries related to insurance or other administrative tasks.
Collaboration: Work closely with the Office Manager in Miami and other executives to ensure seamless operations.
Confidentiality: Handle sensitive information with the utmost discretion.
Qualifications
Bachelor's degree required.
10+ years of experience as an Executive Assistant, with a minimum of 5 years supporting a C-level executive.
Industry experience in biotechnology, healthcare, or related fields is preferred.
Exceptional attention to detail and strong organizational skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.
Strong communication skills, both written and verbal.
Ability to prioritize tasks and adapt to changing demands.
Professional demeanor with a "work hard, play hard" attitude.
Compensation & Benefits
Base salary: $125,000 - $130,000
10% annual performance bonus
Opportunity to work from home when the CEO is in Miami (November-May)
Work Schedule
Onsite, Monday through Friday, 9:00 AM - 5:00 PM. Flexibility required for occasional early mornings or evenings, particularly around board meetings.