EXECUTIVE ASSISTANT TO THE CEO - Societal : Job Details

Why Join Bend Bioscience?Mission and Culture:At Bend Bioscience, we Advance Health Through Innovation by developing and manufacturing therapies that improve patients' quality of life. We believe every employee plays a vital role in our mission to advance human health through innovative client partnerships. Whether you're involved in development, manufacturing, testing, or contributing your expertise in other areas, your work will have a meaningful, positive impact on countless lives.Do you:

• Love finding new and better ways to do things?
• Want to help develop medicines that improve patients' lives?
• Have a passion for learning and growth?
• Nerd out on science and technology?
• Value collaboration and teamwork?
• Embrace audacity and entrepreneurial thinking?
• Prioritize safety and lead by example?
• Care deeply about doing the right thing?

At Bend Bioscience, we foster a diverse, inclusive, challenging, and supportive culture. We are committed to continuous improvement, both as individuals and as an organization, and we encourage personal and professional development at every level. Join us to make a real difference in patients' lives through your work.Your New Role at Bend Bioscience:We are looking for a an Executive Assistant to the CEO. In this role, you will provide comprehensive administrative support to the CEO for the company, working with limited direction from the senior executive.you will handle day-to-day administrative responsibilities including, but not limited to: scheduling internal and external meetings, maintaining complex calendars and travel plans (domestic & international), obtaining travel Visa's when necessary; provide for Board planning activities, appointment scheduling, correspondence preparation, telephone and visitor screening, coordination and preparation of presentation materials, and document maintenance.You will interact with various Executive level individuals both within and outside the company in support of organization priorities.You will also conduct and interact with various levels of management both inside and outside the company to gather and prepare information relative to the CEO's functions. The ability to execute professional level tasks with minimal direction is essential.How You Will Make An Impact:This position requires you to perform your job onsite at our Clearwater, FL location or Gainesville, GA location.A hybrid schedule may be possible given CEO travel schedule.

• Provides high-level administrative support and assistance to Performs professional level tasks that are sensitive in nature, requiring independent judgement, initiative and tact.
• Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; and adjusting plans.
• Assists the Executive(s) in managing schedules and workload, ensuring there has been adequate preparation for meetings, conferences, and other events.
• Heavy calendar management utilizing MS Outlook to schedule and organize meetings and conferences; must be flexible with last minute schedule changes and urgent meeting requests.
• Arrange domestic and international travel; process visas and passport renewals as needed
• Schedule and organize internal and external meetings and conferences (i.e., schedule attendees, conference rooms, placing catering orders and clean-up services)
• Coordinate and manage offsite and onsite meeting logistics (international and domestic)
• Liaise with the Board of Directors, including scheduling board meetings, handling logistics sending materials for review prior to the meetings, taking and distributing notes and fielding general inquiries from Board members.
• Assists in arranging corporate travel and meetings by developing detailed itineraries and agendas, booking transportation, arranging lodging and meeting accommodations as necessary.
• Schedules and attends meetings on behalf of executives, taking notes and distributing
• Organize and maintain necessary confidential files and records for department as required
• Partner with Finance to set up new vendors, process and reconcile invoices, and monitor expenses.
• Processes and reconciles travel and expense reports for CEO and reviews and approves staff expense reports using Concur Expense management system.
• Edits and compiles PowerPoint presentations at the direction of CEO for internal and external audiences, under general direction (does not facilitate presentations).
• Compiles data for weekly dashboards and standard reporting activities.
• Answer and screen telephone calls for Executive leadership from both internal/external sources, transfer calls to the appropriate party.
• Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Coordinate conference calls with internal and external customers and business partners
• Work independently with only general guidance on a variety of special projects
• Regular and reliable attendance on a full-time
• Responsible for exhibiting professional behavior with both internal and external business associates that reflects positively on the company and is consistent with the company's policies and practices.
• Embodies company's s cultural values and aligns daily actions with department and company
• Must be willing to work overtime as needed.

Education and Experience

• Generally, a minimum of eight (8) years of experience with High School Degree in Business Administration or related field is highly preferred.
• Prior experience supporting a CEO or other executive level individuals is highly preferred

Knowledge, Skills, and Abilities

• Must have experience in a professional corporate environment in terms of dress and demeanor
• Advanced software skills: Microsoft Office suite of products (PowerPoint, Excel, Teams, and Word) SharePoint, Adobe and Visio a plus.
• Excellent verbal and written communication skills.
• Strong interpersonal skills and the ability to be proactive with calendar management and meeting preparation and planning
• Ability to be self-motivated, process oriented and customer focused
• Professional demeanor and the ability to interact with internal/external customers in a positive and professional manner at all times
• Ability to evaluate and correct general administrative problems/exercise good discretion and judgment when problem solving administrative issues
• Ability to handle highly confidential information with discretion and professionalism at all times
• Ability to interact effectively with internal/external contacts through correspondence or phone
• Must be a team player and willing to participate in task teams to accomplish projects as needed
• Ability to prioritize and multitask, pay attention to detail, work under pressure and meet tight timelines in a high-paced and at times stressful environment.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.

Equal Opportunity Employer/Protected Veterans/Individuals with DisabilitiesThe contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)