Executive Assistant

Position Title: Executive Assistant 

This position will primarily support the C-Suite including but not limited to the Chief Financial Officer, the Chief Legal Officer, the Chief Commercial Officer, and the Chief Human Resources Officer, and other members of the executive team, as needed.  The ideal candidate will provide unparalleled support demonstrating a keen ability to leverage a broad range of skills with a high degree of professionalism and discretion and will thrive on always being two steps ahead so that the executives’ time is managed efficiently and seamlessly.   

You will have the opportunity to operate independently, live in the details and anticipate the team’s needs, while seamlessly pivoting to meet changing priorities in an ultra-exciting, fast-paced environment. You will both follow-up and follow-through, efficiently connecting problems with solutions. You will have the opportunity to demonstrate your ability to be flexible as priorities shift as well as utilize your independent judgement to execute flawlessly.  

Responsibilities:  

• Manage a high volume of competing requests that require professional discretion with appropriate urgency and prioritization 
• Provide proactive extensive calendar support requiring prioritization while anticipating conflicts, often under tight timelines. Proactively ensure executives are prepared for meetings with appropriate materials
• Anticipate challenges in the executives’ day before they happen and proactively adjust accordingly
• Arrange virtual and in-person meetings as well as business travel arrangements. Partner with external travel agency to ensure travel preferences are taken into consideration. Ensure executives are aware of travel details and be available to make necessary last minute changes, as necessary
• Proactively manage executives’ expenses and submit accurate reports in a timely manner  
• Work effectively with C-Level officers as needed to keep them well informed of upcoming commitments and responsibilities, following up appropriately
• Proactively interface with Board of Directors, their support teams and external stakeholders to schedule Board and Committee meetings. Provide Board support, including managing Board meeting software, managing corporate minutes and other records, as needed. Organize logistics for all attendees, as necessary and ensure details and logistics for the meeting are seamlessly executed
• Coordinate logistics for IR conferences including registration, travel & itinerary coordination
• Collaborate and coordinate details of ELT and company meetings, including off-site meetings, as needed.
• Prepare purchase orders, contract requests and manage invoices in compliance with company policies
• Provide other general support for projects and company activities, as needed 

Requirements: 

• Bachelor’s degree and 10 years of executive level administrative experience in a similar, fast paced environment. Previous experience supporting c-level officers is required. Experience in the biotech or pharmaceutical industry a plus
• This is a hybrid role, and there is a requirement to work in the office 3-4 days a week from 8:30 a.m. to 5:00 p.m. with the ability to flex those hours and number of days in the office around critical meetings and needs. Provide off-hours assistance, as needed
• Proven capacity for maintaining discretion when handling sensitive material and exhibiting the highest level of responsiveness to internal and external stakeholders 
• Advanced working knowledge of Microsoft Office Suite (e.g., PowerPoint, Word, Excel, and shared collaborative tools such as Teams, Sharepoint and/or OneDrive for Office 365)  
• Demonstrated high ethical standards, a commitment to confidentiality, and strong anticipatory thinking that guides decision-making
• Proven comfort functioning in a role that requires a high degree of flexibility with the ability to independently interpret policies and solve non-routine, complex issues under minimal supervision (balanced with a willingness to request clarification/assistance when difficulties arise)
• Demonstrated understanding of company policies and procedures and their application/impact on company operations and success
• A “self-starter” mindset that takes looks to continuously improve processes for increased effectiveness of the executives and company as a whole
• Ability to independently establish priorities and manage concurrent tasks and projects with the highest levels of professionalism, timely turn-around, and client service
• Excellent and professional written and communication skills
• Ability to manage and prioritize multiple tasks with strong attention to detail in a business with changing priorities
• Excellent judgment and discretion 

At Invivyd we strive to create a welcoming and inclusive environment. Here all applicants will receive equal consideration for employment without discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other applicable legally protected characteristics. 

Invivyd is proud to be an equal opportunity employer.