Executive Assistant


Houston, Texas, United States of America

Job Title: Executive Assistant

Reports to: Chief Financial Officer

Role

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.

Responsibilities


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.

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


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
providers.


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


Manage in-bound and out-bound post and
deliveries


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
starters


Organize team activities and events for the CM Houston
group

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
executives


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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