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.