JOB LISTING

Technology Team Executive Assistant

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Modern Meadow

As we continue to grow we are seeking to hire an Executive Assistant for our Chief Technology Officer. In this role, the Executive Assistant will act as a coordinator to provide general administrative, data entry and organizational support to the CTO and Technology Leaders/Managers within the R&D team. The role reports directly into the CTO.

The ideal candidate will be a self-starter and problem solver who enjoys supporting and helping others while bringing a positive and helpful can-do attitude to daily life at the office. This individual has an integrator mindset and can work with multiple cross-disciplinary teams and multitask in a fast-paced environment.

Responsibilities:

- Act as gatekeeper for CTO’s calendar and meeting schedule

- Maintain correspondence for CTO both electronic email and post-delivered mail

- Create and maintain contact lists for CTO and Technology team

- Provide support to the team by creating a positive experience for guests by providing meeting room set up, coordinating with IT and facilities team as necessary to ensure all guests feel welcome, providing directions and helpful tips when planning to visit the Modern Meadow campus, providing snacks and beverages for important meetings, ordering car service, etc to ensure a positive experience to our candidates, partners, advisors, and visitors

- Liaise with team members to handle requests and queries and help CTO process and prioritize key actions

- Support the Technology team in managing complex recurring meeting schedules

- Perform various administrative duties, including but not limited to calendar management and organizing meetings, recording minutes, providing follow-up correspondence, organizing travel arrangements and processing reimbursements and expenses

- Data entry for key R&D and intellectual property activities

- Answer assigned phone lines and direct calls; use correct telephone techniques and procedures when receiving and making calls

- Assist and participates in ad hoc projects, as needed

- Work collaboratively with others to meet shared objectives and goals

- Reserves appropriate meeting space and equipment and responds promptly to availability requests

- Provides back up coverage support for other administrative roles and reception desk if coverage is needed due to paid time off schedule

Requirements:

- Proven experience as an administrative assistant or office admin assistant

- Proficiency in MS Office (MS Office, MS Excel, and MS PowerPoint, in particular)

- Excellent time management skills and the ability to prioritize work

- Excellent written and verbal communication skills

- Strong organizational skills with the ability to multitask

- Detail-oriented in your approach: demonstrated in your work, correspondence and written communication

- A professional who is comfortable working cross-functionally across all levels

- Flexible in your style and able to able to adapt to situations in a fast paced environment

- Adept at creating partnerships and working collaboratively with others to meet shared objectives and goals

- Capable of building and maintaining strong relationships with team members, external partners, and colleagues

- A good decision maker, with proven success at making timely decisions that keep the organization moving forward

- Action-oriented and eager to embrace new opportunities and tough challenges with a sense of urgency, high energy, pride and enthusiasm

- Interest in sciences is a plus!

Sounds interesting?