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Executive Assistant, Research

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ESCAPE BioSan Francisco, CA
Full-time
  • ESCAPE Bio, Inc. is a clinical stage, Precision Neurology biopharmaceutical company focused on the discovery and development of therapies to treat genetically defined, neurodegenerative diseases.
  • The Executive Assistant will provide executive support to the CMO, Chief Scientific Officer (CSO), VP of Chemistry, Manufacturing and Controls (CMC), Head of Chemistry and basic support to the rest of the research and development organizations.
  • The Executive Assistant may be asked to take meeting minutes, deal directly with external partners, prepare CDAs or other legal agreements with legal input, organize internal publications libraries and arrange publication procurement.
  • The ideal individual will have demonstrated the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
  • The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
  • Completes a broad variety of administrative tasks for the CMO, CSO, VP of CMC, Head of Chemistry and clinical team: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Provides a bridge for smooth communication between the CMO, CSO, VP of CMC, Head of Chemistry and internal departments; demonstrating leadership to maintain credibility, trust and support.
  • Works closely and effectively with the CMO, CSO, VP of CMC, and Head of Chemistry to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
  • Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Executives updated.
  • Manage the CMO, CSO, VP of CMC, Head of Chemistry and some members of the Clinical Team’s external commitments.
  • Runs interference with internal commitments (E.g. external Board meetings, invited talks, etc
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Support development and implementation of new business processes e.g. document management, approval, and archival processes
  • Collaborates with peer group for process improvement and Company-wide events
  • Provides back up for other executive assistants and office manager
  • Clinical and Regulatory Projects
  • Schedule and prepare documentation to support of the Clinical and Scientific Advisory Board
  • Supports team in preparing CDAs or other legal agreements
  • Scheduling meetings of clinical and regulatory team members
  • Supports team in requests for papers from scientific journals
  • Supports team in making power point slides for meetings
  • Assists in scheduling off-sites, corporate, and employee events
  • Maintains conference calendar, including registration and travel arrangements as needed
  • Assists in the preparation of clinical documents which may be study-related (e.g. study binders, study site aids, site correspondence, etc.)
  • Ensures that Executive Bios are kept updated and responds to requests for materials regarding executives and the organization in general
  • Assist in onboarding of research team new hires
  • Maintains, updates, and set-ups various databases or Excel spreadsheets for clinical tracking
  • May conduct basic research, compile, and summarize information for reports and correspondence
  • Bachelor's degree required
  • Strong work tenure: three plus years of experience supporting Executives, preferably in a biotechnology
  • Experience and interest in internal and external communications
  • Proficient in Microsoft Office Suite, Adobe Acrobat, and Social Media web platforms
  • Preferred experience in TripActions, Expensify, and DocuSign
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners
  • Expert level written and verbal communication skills
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of service and response.
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
  • Forward looking thinker, who actively seeks opportunities and proposes solutions
  • Comfortable troubleshooting basic computer and software issues
  • Willingness to step outside of the role and support the team as needed

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