Executive Assistant

Serán is seeking an Executive Assistant to oversee and coordinate various administrative roles of the executive leadership group. The Executive Assistant will provide support to the executive team to ensure that company goals and objectives are accomplished and operations run efficiently. They will maintain and refine internal processes that support Executives and Directors, coordinating internal and external resources to expedite workflow. Projects range from managing professional and personal schedules of high-level executives including on-site and off-site meetings, calls, and travel arrangements for client visits. This role will be responsible for managing communication between upper management and employees, and will exhibit best practices at a high level of integrity to keep company confidence. Successful candidates will be highly organized, well versed in Microsoft applications for business use, and adaptable to shifting priorities.Duties And ResponsibilitiesPlan and orchestrate work to ensure the senior executives’ priorities are met, organizational goals are achieved, and best practices are upheldContacts or replies to contacts from high ranking individuals who may be from large national or international firms and may involve unique situations, and each contact must be handled differently, using judgment and discretionManage professional and personal scheduling for high-level executives, including agendas, mail, email, calls, travel arrangements, client management, and other company logisticsCoordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to senior executivesManage, coordinate, and arrange senior executives’ travel and travel-related activities, including hotel booking, transportation, and meal coordinationPrepare for and attend meetings with detailed note taking and continuation of agenda topics and discussions (e.g., board of directors and directors’ meetings)Perform administrative and office support, such as typing, dictation, spreadsheet creation, scanning, and maintenance of filing system and contact databaseManage communication between upper management and employees, liaising with internal and external executives on various projects and tasksOrganizes and arranges for staff members to represent organization at meetings and conferences, using own initiativeNotes commitments made by executives during meetings and arranges for staff implementationInterprets requests, helps implement action, and decides whether executive should be notified of important or emergency matters as neededCoordinates collection and preparation of operating reports, such as budget expenditures and presentation information from responsible partiesMay compose and sign correspondence on behalf of executiveMaintain professionalism and strict confidentiality with all materials and exercise discretion when interfacing with the business on behalf of the Company executivesPrioritizes hosting board members, clients, and guests of the executive leadership team Assist with planning and organizing staff events, including all hands meetings, holiday parties, staff appreciation events as a member of the Administration DepartmentManage purchasing requisitions that require executive approvalAssist with contract document management and controlScope of work may increase to align with company initiativesOther duties as assignedRequired Skills And AbilitiesExcellent written and verbal communication skillsExcellent organizational skills and attention to detailStrong time-management skills and the ability to organize and coordinate multiple projects at onceProficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systemsFlexible team player willing to do what it takes to get the job done; adaptable and enjoys a challengeDemonstrates the ability to collaborate and work in cross-functional teamsAbility to function well in a high-paced and at times stressful environmentHigh integrity and ability to keep company confidenceCommunicates effectively and maintains productive relationships with coworkers, clients, and other contacts outside the company Accepts feedback from a variety of sources and constructively manages conflict Education And ExperienceHigh school diploma, and 4 years of experience in administrative role reporting directly to upper managementPreference will be given to those with experience overseeing budgets and expenses and developing internal processesPhysical RequirementsProlonged periods of sitting at a desk and working on a computerMust be able to lift up to 15 pounds at timesAdheres to consistent and predictable in-person attendance Visit https://www.seranbio.com/careers to learn more about company culture and the community of Bend, Oregon.Applicants must be authorized to work for an employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.Benefits Summary:Serán employees accrue over four weeks of paid time off annually. Employer contributions to a retirement account begin after 90 days and do not require an employee match or vesting period. Various health plans allow employees to find the best coverage for their individual or family needs with minimal employee contributions. Serán covers each employee with basic life and long-term disability, giving access to increase or add coverage. An Employee Assistance Program provides support for all things related to our employees’ wellbeing, along with access to pet insurance.The Corporate Headquarters of Serán BioScience are located at 63047 Layton Ave, Bend, OR 97701We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.