GEMMABio is a therapeutics company focused on speeding the research of and global access to life-changing advanced therapies for those living with rare diseases. The company will provide research and product development functions to bring gene therapy discoveries from the bench to the bedside faster and affordably.

GEMMABio is led by gene therapy industry pioneer Jim Wilson and his team of experts, who previously conducted their work in academia. Wilson is also the Chairperson of Franklin Biolabs, a Contract Research Organization. The collective goal of the two affiliated companies is to translate innovative scientific work into clinical trials, to then commercialize and distribute the new therapies around the world to patients who need them most.

Job Summary

As an Executive Assistant, you will provide high quality support to the Senior Executive Assistant to the CEO with attention to detail, expert communication and flexibility to learn and adapt in a fast-paced atmosphere. Some of your administrative tasks will include: scheduling meetings, meeting room setup, event planning, coordinating travel arrangements, processing expenses and reimbursements, vendor on-boarding and guest reimbursement, along with other duties as needed. There is an emphasis on setting up virtual meetings with internal and external stakeholders and learning all virtual platforms used at GEMMABio. Agility and flexibly are required for this role as responsibilities and priorities can shift depending on CEO and organizational needs.

Qualified candidates will demonstrate professional comportment, diplomacy and be an expert at navigating team dynamics.

This position reports to the Senior Executive Assistant to the CEO.

Responsibilities And Duties

Schedule and organize complex activities such as meetings, travel, reservations, conferences, and departmental activities. This may require rigorous calendar management and includes all aspects of meeting scheduling and coordination: room reservation, catering, set up and break down of AV equipment, conference call, videoconferencing, or other needs.
Draft written responses for replies by phone or e-mail when necessary. Respond to regularly occurring requests for information. Utilize a shared email inbox with the Senior EA, CEO to correspond with internal and external inquiries.
Process travel expense reimbursements and accurately track travel of visitors to the company
Greet, announce, and escort all visitors. Responsible for the visitor process for CEO meetings for all GEMMABio locations.
Establish, develop, maintain and update filing systems for GEMMABio. Retrieve information from files when needed, develop, maintain and update digital files and paper archival files within digital filing platforms.
Organize and prioritize a high volume of information, tasks, and requests in a very fluid, ever-changing environment. Handle confidential and non-routine information and explain policies when necessary GEMMABio staff.
Take messages or field/answer for all routine and non-routine questions. Prepare domestic and international mailings.
The Executive Assistant must have thorough knowledge of the organization and its policies or procedures for decision-making, sound judgment, and self-confidence to enable him/her to act independently in the absence of direction related to setting priorities and making on-the-spot decisions when necessary.

Requirements

High School diploma or GED and 5 years of administrative support experience in a fast-paced environment or an equivalent combination of education and experience required. College coursework or degree is a plus.
Knowledge of corporate office environment systems and procedures.
Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools (Zoom, Teams, SharePoint, etc.).
Proven time management skills and ability to multi-task and prioritize work in a fast paced, ever-changing environment.
Attention to detail and problem-solving skills.
Excellent time management, multitasking, and organizational skills.
Strong verbal and written communication abilities especially when working with diverse personnel worldwide.
High level of discretion, professionalism and attention to details is a must.
This position requires strategic thinking with strong interpersonal skills, absolute discretion, resourcefulness, diplomacy and accuracy to meet deadlines in a fast-paced environment.
Regular and reliable attendance onsite 5 days per week is required. Nights and weekends may also be required at times.

NOTE: We are a dynamic organization in a rapidly changing industry where responsibilities associated with this position will cha nge from time to time and in accordance with Gemma’s business needs. More specifically, the incumbent may be required to perform additional and/or different responsibilities from those set forth above.

GEMMA Biotherapeutics

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