Executive Assistant at CycloKinetics in Salt Lake City, UT

Job description

• The Executive Assistant (EA) provides high-level administrative support to the CEO and is responsible for managing the day-to-day coordination of the CEO’s schedule, priorities, and commitments. This role requires a highly organized, proactive, and detail-oriented individual who can anticipate needs, exercise sound judgment, and work independently in a fast-paced environment. The EA serves as a key point of contact for internal and external stakeholders, facilitates effective communication, and helps ensure priorities and commitments are addressed in a timely manner. The EA works closely with the Chief of Staff and executive leadership team to coordinate schedules, information, and priorities across the organization. This is a full-time, on-site position that reports to the Chief of Staff.

Responsibilities

• Provide comprehensive, high-level administrative support to the CEO, anticipating needs and helping ensure priorities, commitments, and follow-up are effectively managed.
• Manage the CEO’s complex and frequently changing calendar, including scheduling and prioritizing meetings, resolving conflicts, coordinating with internal and external stakeholders, and proactively anticipating scheduling needs.
• Coordinate all aspects of the CEO’s domestic and international travel, including flights, accommodations, ground transportation, itineraries, travel documentation, and changes or issues that arise before or during travel.
• Monitor upcoming commitments, deadlines, travel, and other priorities to proactively identify potential conflicts or needs requiring attention.
• Adapt quickly to changing priorities and manage last-minute scheduling, travel, meeting, and logistical changes as they arise.
• Prepare and submit the CEO’s expense reports and maintain accurate supporting documentation.
• Serve as a key point of contact for individuals and organizations seeking to engage with the CEO; communicate professionally with employees, board members, investors, government representatives, business partners, and other external stakeholders.
• Work closely with the Chief of Staff, executive leadership team, directors, and other internal stakeholders to coordinate priorities, meetings, information, and activities involving the CEO.
• Coordinate Board of Directors meetings and related activities, including scheduling, travel assistance, meeting and meal logistics, communications, and other administrative needs.
• Support effective communication and coordination across departments by facilitating the timely exchange of information and following up on outstanding items as appropriate.
• Manage confidential and sensitive executive, board, personnel, financial, and company information with discretion and sound judgment.
• Coordinate company-related employee functions and special events as assigned.
• Manage ongoing and ad-hoc projects and administrative initiatives on behalf of the CEO and Chief of Staff.
• Assist in ensuring excellent organizational communication with staff and between departments to foster a positive company culture.
• Provide support to the executive team as necessary, including scheduling and maintaining calendars, coordinating travel, and submitting expenses.
• Work closely with C-Suite, Directors, and the Chief of Staff, offering administrative support on specific assignments.
• Thoroughly understands, follows, and enforces all CycloKinetics policies and procedures along with applicable laws and guidelines for employee privacy, confidentiality, etc.
• Implements and manages various ongoing and ad-hoc projects and tasks.
• Will assist with running errands as needed.
• Perform other duties as assigned.

Requirements

• Highly organized with strong time-management skills and the ability to prioritize multiple deadlines.
• Proactive and self-motivated with a demonstrated ability to take initiative and anticipate needs.
• Strong interpersonal and communication skills, both written and verbal.
• Tech-savvy and proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with knowledge of project management and scheduling tools.
• Able to maintain discretion and confidentiality with sensitive information.
• Comfortable working in a dynamic, fast-paced environment and shifting gears quickly when priorities change.
• Friendly, professional demeanor with a service-oriented mindset.
• 3 to 5 years of progressive experience in an executive or administrative support role, preferably supporting senior management.
• Associate’s or Bachelor’s degree in Business preferred. High School Diploma or the equivalent is acceptable with a minimum of 5 to 7 years of progressive experience in an executive or administrative support role, preferably supporting senior management.

Skills

Required

• Highly organized
• Strong time-management
• Proactive
• Self-motivated
• Discretion and confidentiality
• Friendly, professional demeanor
• Service-oriented mindset
• Project management and scheduling tools

Benefits

• 15 Days of PTO
• 12 Paid Holidays
• Medical Insurance
• Dental Insurance
• Vision Insurance
• Health Savings Account (HSA)
• Flexible Spending Account (FSA)
• 401(k) Savings Plan (including Roth options)
• Basic Life Insurance
• Dependent Life Insurance
• Accidental Death and Dismemberment (AD&D) Insurance
• Short-Term Disability (STD)
• Long-Term Disability (LTD)
• Employee Assistance Program (EAP)
• Paid Parental Leave
• ESOP
• Bonus Potential