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Executive Assistant

Description

Summary:

This section focuses on the main purpose of the job in one to four sentences.

Provide administrative support for the Operations, Quality Assurance, Regulatory, and Legal departments.


Essential Duties and Responsibilities:

This section contains a list of the major responsibilities of this role that account for 5% or more of the work. The incumbent will perform other duties assigned.

  • Assist in management of calendars and scheduling of activities.
  • Coordinate travel arrangements and submit expense reports for Ops, Quality, Regulatory, and Legal personnel.
  • Support staff with preparation of documents, presentations, tracking invoices and coordinating training sessions, as needed.
  • Coordinate meeting and event planning food service and other services as applicable.
  • Coordinate and manage delivery/pick up of Ops, Quality, Regulatory, and Legal packages.
  • Support and assist in the management of the Ops, Quality, Regulatory, and Legal filing and document management systems.
  • Support and assist in the management of the Document Web page and training management system.
  • Assist Director, HR and Administrative Operations in maintaining office supply inventory.
  • Assist Director, HR and Administrative Operations in maintaining office supply inventory and facility requests.
  • Provide backup to Executive Assistants as needed.
  • Assist in management of the Regulatory Annual Report List Tracker.
  • Provide support to Quality, Clinical, Pharmacovigilance staff for internal audit —- as needed basis.
  • Maintains the Confidentiality, Quality and Service Supply Contract Agreements for the Legal
  • Maintains Licenses payments and les for Legal Department. 
  • Performs other duties as assigned

Requirements

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. List knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

  • Experience with Word, Excel, Power Point and Outlook.
  • Experience in working with outside vendors and service providers preferred.
  • Experience with document management training systems, compliance, regulatory and quality systems a
  • High level of flexibility and willingness to learn and take on new responsibilities.
  • Ability to multi-task and prioritize the activities of the department appropriately
  • Excellent organizational skills, strong oral and written communication skills, and will be able to work in a high paced, timeline driven corporate office setting.

Education and/or Experience:

Include the education and experience that is necessary to perform the and/or job satisfactorily.

  • Minimum of (5) years of experience in the support of executive level management, or equivalent.

Average salary estimate

$75000 / YEARLY (est.)
min
max
$60000K
$90000K

If an employer mentions a salary or salary range on their job, we display it as an "Employer Estimate". If a job has no salary data, Rise displays an estimate if available.

What You Should Know About Executive Assistant, TerSera Therapeutics

Are you an organized and proactive individual looking for a rewarding opportunity? Join us at our Illinois-based company as an Executive Assistant, where you'll play a pivotal role in supporting our Operations, Quality Assurance, Regulatory, and Legal departments. In this position, you will coordinate calendars, manage travel arrangements, and handle expense reports, ensuring smooth operations across these critical departments. You'll be involved in preparing documents and presentations while also tracking invoices and facilitating training sessions. Your skills will shine as you plan meetings and coordinate food services, along with managing the pickup and delivery of important packages. With a focus on maintaining effective filing and document management systems, you’ll assist in keeping our documentation organized and accessible. Our ideal candidate comes with at least 5 years of experience supporting executive-level management and brings a high level of flexibility, excellent communication skills, and proficiency in Microsoft Office applications. If you’re ready to embrace a dynamic role and make a tangible impact, the Executive Assistant position at our company offers a great environment for growth and fulfillment in a high-paced corporate setting. We can't wait to welcome you on board!

Frequently Asked Questions (FAQs) for Executive Assistant Role at TerSera Therapeutics
What are the essential responsibilities of the Executive Assistant at our company?

As an Executive Assistant at our company, your essential responsibilities will include managing calendars, scheduling meetings, coordinating travel arrangements, preparing documents for the Operations, Quality Assurance, Regulatory, and Legal departments, and ensuring efficient communication across teams. You'll also be responsible for organizing events and maintaining our filing systems.

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What qualifications are required for the Executive Assistant position at our company?

To qualify for the Executive Assistant position at our company, candidates should have a minimum of 5 years of experience supporting executive-level management. Strong organizational skills, proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook), and excellent communication abilities are essential. Familiarity with document management systems and the ability to multitask are also important.

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Do I need experience in regulatory or quality systems for the Executive Assistant role?

While direct experience in regulatory and quality systems is preferred for the Executive Assistant role at our company, it is not strictly required. However, having some background or willingness to learn about these systems will enhance your ability to support our Operations, Quality Assurance, and Regulatory departments effectively.

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Can you describe the work environment for the Executive Assistant position at your company?

The work environment for the Executive Assistant position at our company is dynamic and fast-paced, situated within a collaborative corporate office setting. You will engage with various departments and interact with executive leadership, requiring excellent communication and organizational skills to keep everything running smoothly.

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What growth opportunities are available for an Executive Assistant at your company?

An Executive Assistant at our company can expect various growth opportunities, including professional development through training programs, exposure to cross-departmental projects, and potential advancement into higher administrative roles or specialized operational functions within the organization.

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Common Interview Questions for Executive Assistant
How do you prioritize tasks as an Executive Assistant?

To prioritize tasks effectively as an Executive Assistant, I assess deadlines, urgency, and impact on the organization. I create a daily to-do list, categorizing tasks by priority and adjusting as necessary throughout the day. Communication with executives about their immediate needs is also key in ensuring that I manage my time efficiently.

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Can you explain your experience with calendar management?

In my previous role, I handled calendar management by scheduling and organizing meetings for multiple executives, ensuring no conflicts arose. I utilized online tools to share availability and set reminders while always communicating any changes transparently to those involved.

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What software tools are you familiar with for document management?

I am proficient in various document management software, including Microsoft Office Suite, Google Workspace, and specialized systems like SharePoint. I have utilized these tools to track versions, manage access, and facilitate collaboration across teams effectively.

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How do you handle confidential information?

Handling confidential information is a significant responsibility of an Executive Assistant. I ensure all sensitive data is stored securely, share information only with authorized personnel, and follow company policies strictly. I maintain professionalism at all times in discussions involving confidential matters.

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Describe a challenging situation you faced as an Executive Assistant and how you resolved it.

In one instance, I had to manage conflicting priorities when multiple urgent requests came in simultaneously. I communicated with the team members involved to clarify the highest priority task and negotiated deadlines, ensuring all tasks were addressed without compromising quality.

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How do you manage travel arrangements efficiently?

I manage travel arrangements efficiently by leveraging various travel booking platforms to find the best options that fit our schedule and budget. I always confirm itineraries with stakeholders and prepare detailed itineraries to ensure a smooth travel experience.

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What steps do you take to ensure effective communication with multiple departments?

To ensure effective communication with multiple departments, I prioritize regular updates via email or meetings, maintain an organized contact list, and foster relationships with key personnel. Creating a streamlined communication process helps eliminate confusion and keep everyone aligned.

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How do you ensure that deadlines are met?

I ensure that deadlines are met by establishing clear timelines for each project, breaking tasks into manageable parts, and using project management tools to track progress. I also set reminders for important deadlines and maintain open communication with the team for updates.

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What do you consider the most important quality of an Executive Assistant?

I believe the most important quality of an Executive Assistant is adaptability. The ability to swiftly adjust to changing priorities and navigate unexpected challenges is crucial in supporting executive management effectively.

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How do you maintain an organized workspace for your tasks?

I maintain an organized workspace by implementing a filing system for both physical and digital documents, using labels and categories for easy access. Regularly decluttering my space and using task management tools also helps me keep track of my responsibilities.

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TerSera Therapeutics is a biopharmaceutical company with a focus in oncology, acute care, and non-opioid pain management. Since 2016, we have come together to build a patient- and people-centric organization transforming therapies to improve human...

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Full-time, on-site
DATE POSTED
April 22, 2025

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