Boston University · 20 hours ago
CARB-X EXECUTIVE ASSISTANT
United States
Full-time
Remote
Entry, Mid, Senior Level
5+ years exp
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Responsibilities
Enhance awareness and coordination across Executive Team.
Recognize which Executive Team members may have a stake in an upcoming meeting and/or a meeting report and proactively share the relevant information.
Ensure that a central calendar of key events is up-to-date and visible to all stakeholders.
Highlight meetings in advance to relevant Executive Team members and coordinate appropriate representation, being mindful of meeting conflicts.
Directly support the management of information related to meetings and meeting reports.
As requested, add information directly to the CRM system, or facilitate entry by the responsible parties in a timely manner.
Oversee the quality of information entry in partnership with the Project Management Office.
Input and manage cross-team action lists in relevant platforms (e.g. Slack, Asana).
Prepare meeting documentation and follow-up.
Ensure appropriate agendas are in place with sufficient time for all parties to prepare.
Draft agendas as requested.
Support development of any material to be presented or discussed during the meeting including slides, discussion documents, or talking points.
Develop drafts of these materials as requested.
In many cases this will require coordination with other resources within or outside CARB-X.
When requested, take salient notes or official meeting minutes, highlighting important themes.
Ensure notes are reviewed and then stored in an appropriate repository.
Capture specific actions in our task management system and track them over time until they are completed.
Report on progress regularly, highlighting any important delays or obstacles.
Coordinate messaging related to meetings with the External Affairs, Research & Development, and Communications teams.
Manage calendars and travel Maintain and coordinate the Executive Director, Chief of Research & Development, and Chief of External Affairs complex schedules, including meetings with internal and external stakeholders.
Resolve conflicting demands.
Plan and coordinate all travel details (transportation, lodging, itineraries, visas) and delegate expense reporting.
Ensure that any necessary NDAs and/or COIs are executed.
Manage travel and logistics for high-level participants in priority events.
Qualification
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Required
5-8 years of relevant work experience
Expertise in cultivating and maintaining partnerships with diverse stakeholders
Proficiency in managing and completing multiple projects simultaneously and independently
Outstanding interpersonal skills - Exceptional verbal and written communication abilities
Availability to travel (occasionally)
Preferred
Experience working in diverse cultural settings, demonstrating sensitivity and understanding of global health disparities
Company
Boston University
Boston University is one of the leading private research and teaching institutions in the world today, with three primary campuses in the heart of Boston and programs around the world.
5001-10000 employees
Funding
Current Stage
Late StageLeadership Team
Clémentine Plati
Co-Founder and Program Coordinator, Mentoring Circles for Data Science and Machine Learning
Farah Rexha
Pre-Health Professionals Club (PHPC) Co-Founder & Co-President
Recent News
2024-04-23
2023-06-21
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