Biotechnology Innovation Organization · 4 hours ago
Executive Assistant
Washington, DC
Full-time
Hybrid
Senior Level
6+ years expBiotechnology Innovation Organization (BIO) is the world’s largest advocacy association representing member companies and related organizations. The Executive Assistant will provide high-level administrative support to executives in the Executive Office, managing various projects and coordinating meetings and communications.
Biotechnology
Hiring Manager
Shannon Carriere
Responsibilities
Manage ad hoc projects to support the broader teams as assigned
Prepare for department meetings, i.e., reserve the conference room, set-up and clean-up as needed
Organize Board of Directors committee meetings by creating accurate agendas, distributing meeting materials, and retaining documents using BIO systems, e.g., Fonteva, Diligent, etc
Provide administrative support for select executives including the CFO, the Ops CoE and another CoE
Provide backup support to the CEO’s assistant and collaborate with other assistants as needed
Prepare or coordinate the preparation of correspondence, forms, reports, presentation materials, and other written communication as required
Manage daily calendars and coordinate meetings, conferences, special events, and appointments
Prepare, process, and edit financial or operational information, data, and documents, including materials necessary for meetings, special projects, and reports for internal and external stakeholders
Manage travel arrangements and schedules for the executive, including arranging meetings, booking accommodations, and submitting expense reports
Manage and process expense reports and invoices within Concur
Respond to telephone calls, transmit messages, and ensure appropriate follow-up measures are taken
Serve as the primary liaison between the executive’s office and BIO departments for scheduling matters
Serve as a primary liaison with external organizations and coordinate requests with the executive
Organize meetings on behalf of the executive, including monthly leadership meetings, annual retreats, and all staff meetings. Track attendance, create the agenda for review, and prepare meeting minutes as required
Assist in preparing materials for Board of Directors meetings and executive meetings with BIO staff
Attend meetings as requested and prepare meeting minutes
Organize team-building activities, birthday cards, sympathy/congratulatory gifts, and holiday parties for your executive’s departments
Qualification
Required
6+ years of administrative experience at the executive level
Proficient in Microsoft Office suite, including Outlook, Word, Excel, PowerPoint, and Access
Excellent customer service and written and oral communication skills
Strong organizational skills with the ability to manage deadlines, prioritize workload, and quickly adapt to changing needs
Strong attention to detail is essential, particularly as it relates to formatting and editing presentations and producing professional, concise executive agendas and itineraries
Willingness to take on ad hoc projects and proactively identify opportunities to support the broader teams
Ability to maintain the highest level of confidentiality and handle sensitive materials
Ability to interface well with all departments and represent executives in a highly professional manner
Ability to keep executives informed as necessary, while also conserving time
Ability to consistently strive to improve communication and improve or simplify processes
Ability to exercise self-direction, good judgment, and diligence in identifying resources, mapping out and executing action plans, gathering and organizing data, and communicating with stakeholders
Ability to handle ambiguity and problem solve a plus
Knowledge of general office procedures and equipment required
Preferred
Bachelor's degree preferred
Company
Biotechnology Innovation Organization
BIO is the world's largest biotechnology organization, providing advocacy, business development and communications services.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Rachel King
Chief Executive Officer
Luis Pablo Perez-Grovas
Deputy Chief Technology Officer
Recent News
2025-12-06
News is my Business
2025-10-18
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