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Hansa Biopharma · 1 week ago

US Executive Assistant & Office Manager

New York, United States

Full-time

Onsite

Senior Level, Lead/Staff

$85K/yr - $100K/yr

10+ years exp

Hansa Biopharma is a fast-growing biopharmaceutical company focused on developing innovative treatments for patients with immune disorders. They are seeking a highly experienced Executive Assistant and Office Manager to support their Chief Operating Officer and Chief Legal Officer, managing calendars, travel coordination, and office management tasks in their NYC office.

BiotechnologyHealth CarePharmaceutical

Responsibilities

Support Chief Operating Officer (COO)/US President and Chief Legal Officer (CLO) Manage calendars, meetings and appointments for the COO and CLO

Travel coordination for COO and CLO (flights, trains, hotels and other forms of transportation, both domestic and international)

Meeting planning, including coordinating on-site and off-site meetings with external and internal stakeholders

Manage conference/congress registrations and support, as requested

Arrange and provide support for internal and external meetings

Oversee and manage contracts and ensure filing in contract management system

Handling of confidential information

Lead or support ad hoc projects as assigned by COO and CLO

Support the establishment of Hansa’s NYC (Manhattan) office

Main point of contact with the property manager, submitting work orders and communicating important notices with the team

Manage daily operations of the office including managing vendors for cleaning, catering and other office materials

Ensure overall office cleanliness, including common areas, conference rooms and kitchen spaces

Manage incoming calls, mail and deliveries

Organize office events, as requested

Collaborate with other Executive Assistants in Hansa’s office in Sweden, to ensure seamless communication and coordination of information and meetings

As requested, support Hansa’s other C-suite executives when visiting NYC

Qualification

Executive Assistant experienceC-suite support experiencePharma/Biotech industry experienceMicrosoft Office SuiteContract Management SystemsManage prioritiesSensitivity in handling confidential mattersOrganizational skillsCommunication skills

Required

Degree from an accredited college or university

10+ years of experience as an Executive Assistant

5+ years of experience supporting C-suite executives

5+ years from the pharma/biotech industry

Highly proficient with Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, Teams)

Strong working knowledge of other IT systems (e.g. Contract Management Systems, Sharepoint, Travel & Expenses systems, Zoom)

Ability to interact with all levels of the organization

Strong organizational and communication skills

Ability to manage multiple, sometimes conflicting priorities, in a fast-paced environment and ensure smooth and efficient flow of day-to-day operations

Sensitivity and discretion in handling confidential matters