Executive Coordinator

If you’re looking for an opportunity to be challenged in your career, this may be the job for you! BioSpectra is experiencing unprecedented growth and is looking for a talented Executive Coordinator to support the President and Executive leadership.

Job Summary:

The Executive Coordinator is responsible for the continuous and accurate communication and coordination of activities as requested by the President and Vice Presidents of BioSpectra. This role is responsible for the creation of and implementation of procedures, policies and programs related to administrative services including, calendar management, travel management, visitor hosting, employee communication and leadership meeting coordination. This role is responsible for the handling of confidential information regarding BioSpectra Organization, employees, government entities, and community organizations. The job function will also manage both internal and external detailed confidential information. The position will also support the functions of BSI by acting as the site buyer for various non-controlled inventory and expensing the reports, acting as the primary host and event planner for all visits, audits and the like, and other support roles such as the scheduling of rooms and coordinating catering activities at any BioSpectra facility.

Essential Duties and Responsibilities:

• Establishes policies and procedures for administrative services.
• Manages the schedules, calendars and communication between the President of BioSpectra and the respective Vice Presidents and other key individuals as defined by the President.
• Prioritizes emails and phone calls between all direct reports of the President of BioSpectra and the Vice Presidents.
• Prepares meeting invitations for BioSpectra’s leadership team and coordinates activities as necessary in support of the meeting.
• Builds travel profiles for all applicable employees to ensure travel arrangements are accurate and communicated effectively.
• Provides administrative assistance such as, drafting memos and preparing communication on the President’s behalf.
• Manages the President’s calendar, including making appointments, schedules meetings, and prioritizes activities.
• Manages communication between BioSpectra facilities to ensure all facilities and administrative specialists are aware of BioSpectra activities as applicable to that facility or other facilities.
• Hosts visitors and ensures staff communication is performed accurately and in a timely manner for the preparation of each visit.
• Ensures that catering is coordinated effectively for BioSpectra facility visitors.
• Coordinates travel schedules with applicable staff as required.
• Manages chain of custody of mail and other packages for the President and Vice Presidents.
• Creates templates for meeting agenda and minutes to ensure effective communication of minutes and action items.
• Creates Leadership Meeting Minutes and action items list presented during leadership meetings and follow up with all responsible personnel to ensure completed activities are communicated to the President.
• Documents the attendance of meetings and ensures attendees are provided agendas as required.
• Prints, scans, mails or transports files, documents, or office supplies on behalf of the President and Vice Presidents to applicable BioSpectra facilities in a confidential manner, as required.
• Prepare and supply all printed documentation related to internal and external meetings for the President.
• Orders supplies as needed and expenses reports accurately and on time.
• Coordinate with Fleet Management to ensure appropriate Fleet vehicle access, availability and readiness at all times.
• Creates onsite and offsite meetings to support the President and Leadership Team. Maintains lists for future use.
• Other essential duties as defined by the President.

Qualifications:

• Confidentiality is a must.
• Ability and willingness to maintain business relationships that support company objectives
• Attention to detail with strong organizational and communication skills.
• Minimum of 3 years of experience in an Administrative role.
• Ability to provide appropriate support and responses to the President and outside contacts as necessary.
• Ability to gather all pertinent data and information to make competent, timely, informed decisions with regard to problem solving and changing priorities.
• Ability to manage multiple tasks and use logical thinking to meet company objectives.
• Advanced-level skills in Microsoft Office Software, including Outlook Calendar
• Must be able to read, write, speak, and understand English
• Ability and willingness to work from all BioSpectra facilities

Physical Requirements:

• Lift up to 20 lbs. occasionally
• Prolonged periods sitting at a desk and working on a computer
• Repeating motion that may include wrists, hands, and fingers

Work Hours:

• Exempt Position; 8am to 4:30pm; 5 days onsite; Occasional off-shift work
• Minimum of 40-45 Hours Week, or other agreed upon documented schedule
• Ability and willingness to work from all BioSpectra facilities

#biospectracareers