Job Title: Executive Assistant

Reports to: Chief Financial Officer


To support the executive leadership team and manage the day-to-day administrative and operational activities to ensure the smooth running of Cell Medica’s Houston office.


Provide administrative support to the executive
team and designated staff

Conserves executive's time by reading, researching,
and routing correspondence; drafting letters and documents; collecting and
analyzing information; initiating telecommunications.

Welcomes guests and customers by greeting them,
in person or on the telephone; answering or directing inquiries.

Produces information by transcribing,
formatting, inputting, editing, copying, and transmitting text, data, and
graphics in MS Word and PowerPoint.

operation of equipment by completing preventive maintenance requirements;
following manufacturer's instructions; troubleshooting malfunctions; calling
for repairs; maintaining equipment inventories; evaluating new equipment and

Manage general office procurement (stationery,
refreshments, furniture) and act as the main point of contact in vendor relationship
management including negotiating contracts and agreements with relevant

Coordinate internal meetings and manage meeting
room facilities (video conferencing, refreshments)

Manage in-bound and out-bound post and

Act as the main point of contact with the
Company travel agent (Frosch) to ensure issues are reported and resolved

Set up and maintain an efficient filing system

Maintains executive's appointment schedule by
planning and scheduling meetings, conferences, teleconferences, and travel

Assist with arranging travel for Company guests
upon request

Process expense reimbursements

Organize and expedite the flow of work through
the offices in an efficient manner

Support the Site Head in establishing a safe
workplace and comply with all safety regulations while on the job. Report
accidents promptly and correct minor safety hazards

Liaise with Cell Medica Ltd administrators and
senior staff in London and Zurich

Scan and code invoices for payment by the UK
Accounting team

Liaise with the Human Resources group in the UK
and provide routine human resources and IT support for Houston office,
including maintaining US Personnel Files and IT/workstation set-up for new

Organize team activities and events for the CM Houston

Education and Experience

BS Degree – Business Administration, Marketing
or Healthcare Management is preferable but not essential

5+ years of direct experience of office
management and/or administration

Experience working with and supporting senior

Computer literate – highly competent in MS Office suite.

Experience organizing both domestic and
international travel arrangements

Personal Attributes

Attention to detail

Self-starter with ability to work independently

Multi-tasker willing to learn new skills and
undertake new activities

Ability to project a professional and competent image to Cell Medica’s external contacts

Strong leadership and organizational skills

Must be able to remain in a stationary position 80%

Constantly operates a computer and other office
productivity machinery, such as a copy machine and printer. They will also on occasion make refreshments
for guests

The person in this position needs to
occasionally move about the office to access filing cabinets, maintain office
equipment, and answer the door

Fluent verbal and written English language is
essential with an ability to filter and exchange accurate information and
communicate with colleagues, Company guests and vendors in a professional manner.

This job role may be altered at any time.

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