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Character Biosciences · 2 weeks ago

Business Services Executive Assistant

Jersey City Office

Full-time

Onsite

Mid, Senior Level

$110K/yr - $135K/yr

5+ years exp

Character Biosciences is a precision medicine company focused on targeted therapies for polygenic diseases. They are seeking a highly organized and proactive Business Services Executive Assistant to provide high-level support to C-suite executives and manage day-to-day office operations in their Jersey City HQ.

Artificial Intelligence (AI)BiotechnologyClinical TrialsHealth CareHealth DiagnosticsTherapeutics

Responsibilities

Provide direct administrative support to the company’s 4 C-suite executives, including heavy calendar management, travel coordination, meeting preparation, and expense reporting

Draft and edit correspondence, presentations, and reports on behalf of executives

Prepare board materials, take meeting minutes, and follow up on action items

Act as a gatekeeper, prioritizing requests and ensuring executives’ time is managed efficiently

Handle confidential information with discretion and professionalism

Oversee daily office operations, organization and service offerings

Serve as point of contact for all workplace-related issues and address employee concerns promptly

Manage relationships and coordination with vendors, building management, and office service providers

Oversee visitor registration and provide logistics and planning support for guest visits

Manage office supplies, kitchen restocking, equipment, mail and deliveries, and facilities needs, including space planning and employee gifts

Manage office budgets and track expenses related to supplies, vendors, and facilities

Coordinate onsite events, lunches, meetings and team-building activities

Oversee workplace cleanliness and maintenance

Ensure the workplace is compliant with all safety standards and regulations

Support Finance with expense and reimbursement reconciliation via Expensify

Partner with HR on new hire onboarding, providing workplace safety tour (Jersey City), and ensuring all new hires have what they need to feel supported in their new role

Support HR with team adherence to workplace policies

Support for other HR & Operations tasks as needed

Qualification

Executive AssistanceOffice ManagementVendor ManagementMicrosoft Office SuiteGoogle WorkspaceBudget ManagementDiscretionSafety Procedures KnowledgeCommunication SkillsOrganizational SkillsProblem Solving