Executive Assistant

Pulse Infoframe is a global health technology company focused on cancer and rare/orphan diseases. We believe that medical advances are made when data is shared across boundaries, and we are leaders in Real World Data / Evidence. Our customers include leading global pharmaceutical and biotechnology companies, academic medical centers, and patient advocacy organizations.  The Pulse culture is fueled by a dedicated team of research scientists, data engineers, and product managers committed to making a difference.

Position Summary

Pulse is seeking an experienced Executive Assistant (EA). The ideal candidate for this role is passionate, highly organized, exceptional interpersonal skills, ability to work in a fast-paced environment and flexible in their approach.

Key Responsibilities

Calendar Management:

• Maintain the CEO’s calendar by scheduling appointments, meetings, and events, considering priorities and deadlines.
• Coordinate travel arrangements and accommodations, ensuring seamless itineraries. International and domestic travel.

Communication Liaison:

• Act as the primary point of contact for internal and external stakeholders seeking access to the CEO’s time and attention.
• Handle incoming emails, calls, and correspondence, responding or redirecting as appropriate.

Meeting Coordination:

• Prepare agendas, presentations, and necessary materials for meetings, both internal and external.
• Record minutes, action items, and follow-up tasks during meetings, ensuring timely execution.

Confidentiality and Discretion:

• Handle sensitive and confidential information with utmost professionalism and discretion.

Document Management:

• Organize and maintain electronic and physical files, ensuring easy retrieval and archival of documents.

Project Support:

• Assist the CEO in managing special projects by conducting research, preparing reports, and coordinating team efforts.

Relationship Building:

• Cultivate positive relationships with internal teams, external partners, and clients on behalf of the CEO.

Travel and Event Coordination:

• Coordinate logistics for business trips, conferences, and events, managing arrangements and logistics.

Expense Management:

• Monitor and reconcile expenses, ensuring accuracy and adherence to budget guidelines.

Task Prioritization:

• Evaluate and prioritize incoming requests and tasks, managing time effectively to ensure critical deadlines are met.
• Continuous Improvement:
• Identify opportunities for process improvements and implement best practices to enhance efficiency.

Qualifications:

• College or bachelor’s degree in business administration, Communications, or a related field is considered an asset.
• 3 years of experience as an Executive Assistant, preferably supporting C-level executives.
• Excellent verbal and written communication skills, with a keen eye for detail.
• Proficiency in all Microsoft systems.
• Specialized computer skills including the ability to use various applications such as database, spreadsheets, report writing, project management, graphics presentation creating/editing, and scheduling software.
• Exceptional organizational skills and the ability to multitask in a fast-paced environment.
• Strong interpersonal skills and the ability to interact professionally with individuals at all levels.
• Demonstrated ability to maintain confidentiality and exercise discretion.
• Positive attitude, proactive approach, and willingness to take initiative.

What We Offer:

• Engaging and supportive team dynamic
• Comprehensive onboarding, interactive training with well-defined work processes and workflows
• Benefits package – health, dental and vision
• Free on-site parking
• Beautiful office & location
• On-site kitchen

Pulse Infoframe values diversity. We’re proud to be an equal opportunity employer and welcomes applicants from diverse backgrounds. If a job applicant requires an accommodation during the application or selection process, we will work with the applicant to meet the accommodation needs.

To apply, please send your resume to careers@pulseinfoframe.com.