Executive Assistant - Human Resources

Job Summary

The Executive Assistant supports the Senior Executive Assistant to the CEO and assigned Executive-level Leaders by providing administrative support and project coordination. The Executive Assistant must be creative and enjoy working within an entrepreneurial environment. The ideal individual will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. 

Essential Duties and Responsibilities

Calendar Management: Managing executive schedules by organizing appointments, meetings, and events. Organize complex calendars and schedules, resolving any scheduling issues.  

Travel arrangements: Making travel arrangements, including booking flights, hotels, transportation and creating itineraries.  

Communication Support: Draft and manage emails, memos, and internal/external correspondence. 

Technology & Systems: Utilize Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and other relevant software. 

Process Improvement: Identify and implement efficiency-enhancing solutions. 

General Administrative Support: Manage documentation, file organization, and assist with special projects. 

Meeting support: Assisting with meeting preparations, which may involve scheduling meetings, preparing agendas and organizing necessary materials. Following up on action items and ensuring timely completion of tasks discussed during meetings.  

Information Management: Organizing and maintaining files, records and databases.  Managing confidential information with discretion and ensuring data integrity and security.  

Reporting and Research: Creates reports and conducts research and gathers information on specific topics as requested by executives.   

Expense Management: Managing and tracking expenses for the executive team.   

Provides back-up to Sr. Executive Assistant and other administrative assistants. 

Maintains a high level of confidentiality in all matters.  

Performs other related duties and tasks as necessary or as assigned 

Education and Experience

A bachelor's degree in business, communications, or a combination of relevant work experience and on the job training preferred. 

1-3 years of administrative experience supporting multiple executive leaders, producing quality work under time constraints, and working with detailed confidential information. 

Time management, organization and prioritization abilities. 

Experience in a team environment, demonstrating a high degree of tact, discretion, flexibility, and diplomacy. 

Experience building and maintaining professional, friendly, and cordial relationships with team members, including staff and external partners. 

Demonstrated experience in Microsoft Office Suite (Outlook, SharePoint, Word, PowerPoint, and Teams); Navan Concur or similar travel and expense tool. 

Skills and Ability

Must be able to work in a fast-paced environment and maintain organization and accountability to projects and tasks.  

Professional demeanor with a strong business focus.  

Excellent project management, coordination, and organizational skills.  

Proficiency in use of software and tools, especially MS PowerPoint, Teams, and OneNote required.  Knowledge of Visio preferred.  

Excellent communication and interpersonal abilities.  

Problem-solving and critical thinking skills.  

Attention to detail and a commitment to meeting project deadlines.  

Ability to work autonomously as well as part of a team.  

Acute attention to detail and dedicated work ethic.  

Ability to travel as needed.  

Supervisory Responsibilities:   None

Physical Demands:

Please keep the list that is appropriate for the role and remove the other, along with this line.

While performing the duties of this job, the occupant is regularly required to:

Prolonged periods of sitting at a desk and working on a computer.

Prolonged use of computer and headphones for conference calls.

Communicate effectively via phone, video, and email.

Use hands and fingers to operate a computer and other office equipment.

Travel Requirements:   Minimal

One Global Team

At LabConnect, we are proud to be one global team: united by our shared mission to advance clinical trials through innovation, agility, and collaboration. We believe that our people are our greatest asset, and we are committed to fostering a workplace that reflects our core values: People First, Quality Focused, Customer Centered, Technology Driven, and Accountability Always.

LabConnect is an Equal Opportunity Employer. We celebrate diversity and are dedicated to creating an inclusive environment for all employees. We do not discriminate based on race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), creed, national origin, age, disability, genetic information, veteran status, or any other legally protected status. We are committed to cultivating a workplace that is safe, equitable, and respectful for all. Together, as one global team, we strive to ensure that every individual has the opportunity to thrive and contribute to our shared success.

This job description should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions and perform other related duties as may be required by their supervisor.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job.