Executive Assistant

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Job Type

Full-time

Description

Be the force behind the leadership team.

Our client, a leader in scientific insourcing is looking for an exceptional Executive Assistant who thrives on organization, anticipates needs before they arise, and enjoys making a meaningful impact every day. In this highly visible role, you'll partner with executive leaders, support key business initiatives, and help create a seamless employee and office experience within a fast-growing, innovative organization. If you're proactive, resourceful, and energized by variety, we'd love to meet you!

Position Summary The Executive Assistant offers high-level administrative and operational support to two members of the executive team, helping to ensure the smooth operation of their team in Discovery Lab, primarily located in Louisville, CO. This role also includes providing assistance to their offsite labs. Exceptional organizational skills, sound judgment, discretion, and the ability to anticipate needs while managing competing priorities in a fast-paced, growing organization are essential for success in this position.

Serving as a trusted partner to executive leadership, this individual will manage complex calendars, coordinate meetings and travel, prepare and process expense reports, facilitate communications, and support special projects and executive initiatives. The successful candidate will take a proactive approach to problem-solving, independently manage administrative responsibilities, and identify opportunities to improve processes and operational efficiency.

In addition to executive support, this position will help coordinate office operations, serve as a key point of contact for employees and visitors, and collaborate with the Office Manager to maintain an organized, welcoming, and productive lab environment. Responsibilities may include coordinating candidate interviews and employee onboarding, managing office resources, supporting team events, and overseeing vendor and facility-related needs.

The successful candidate will interact with a highly motivated and skilled team and play an important role in supporting leadership effectiveness, operational excellence, and overall employee experience.

Requirements

Executive Support and Coordination

• Provide proactive, high-level administrative support to two executive team members, anticipating needs and helping maximize their time and effectiveness.
• Manage complex calendars, coordinate meetings and conference calls, resolve scheduling conflicts, and prioritize requests based on business needs.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, transportation, and related logistics.
• Prepare, review, and process expense reports and other administrative documentation with accuracy and attention to detail.
• Coordinate executive meetings, conferences, presentations, and other business activities, including meeting materials, logistics, and follow-up as needed.
• Handle sensitive information and executive communications with professionalism, confidentiality, and discretion.
• Serve as a liaison between executive team members and internal or external stakeholders, ensuring timely communication and follow-through.
• Independently manage administrative projects and assignments, track deadlines, and follow up on outstanding items.
• Identify opportunities to streamline administrative processes, improve coordination, and increase efficiency.

Office Operations and Team Support

• Partner with the Office Manager to support the daily operations of the Louisville lab and maintain an organized, professional, and welcoming workplace.
• Serve as a point of contact for employees, visitors, vendors, and other stakeholders, responding to inquiries and proactively addressing needs.
• Coordinate onsite candidate interviews and employee onboarding activities in collaboration with People Operations and hiring teams.
• Coordinate team lunches, dinners, meetings, and other office activities, including weekly Grubhub lunch orders.
• Welcome visitors and coordinate their arrival and onsite experience.
• Manage incoming deliveries, organize packages, and coordinate domestic and international outgoing shipments. This includes regularly lifting and moving boxes as needed.
• Coordinate office maintenance, facility support, and vendor services, working closely with the IT vendor to address operational needs.
• Monitor and maintain kitchen and shared office areas, manage office supply inventory, and coordinate purchasing as needed.
• Support special projects and cross-functional initiatives as assigned, using independent judgment to organize work, manage priorities, and meet deadlines.
• Recommend improvements to office practices, administrative procedures, and workflows to support a more efficient and effective work environment.

Basic Requirements

• Bachelor's degree preferred, with at least 5 years of administrative support experience; experience supporting senior leaders or executives strongly preferred.
• Demonstrated ability to manage complex schedules, coordinate competing priorities, and independently organize a varied workload.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Exceptional written and verbal communication skills, with the ability to interact professionally with executives, employees, clients, vendors, and external stakeholders.
• Strong organizational skills and meticulous attention to detail, with a demonstrated ability to anticipate needs and follow through on commitments.
• Sound judgment and the ability to handle confidential and sensitive information with discretion.
• Ability to work independently, exercise initiative, proactively solve problems, and make appropriate decisions within established guidelines.
• Demonstrated ability to collaborate effectively with accomplished professionals across functions and teams.
• Flexibility and adaptability when priorities shift, with the ability to manage multiple assignments and meet deadlines in a dynamic environment.
• Professional, composed, and service-oriented demeanor, including the ability to remain calm and effective under pressure.
• Self-motivated and resourceful, with a demonstrated interest in improving processes, identifying inefficiencies, and implementing practical solutions.
• Willingness and ability to assist with office operations, including receiving deliveries and periodically lifting and moving boxes.

Our client is an Equal Opportunity Employer. Our client does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.