Executive Administrative Assistant

Job description

About Us:

Poseidon CRO is a distinguished clinical research organization dedicated to driving medical progress and enhancing patient well-being. Our unwavering commitment to integrity, quality, and excellence has solidified our position as a trusted partner in the pharmaceutical and biotechnology industries. As we embark on new frontiers of growth, we seek an astute Executive Administrative Assistant to join our team and contribute to our continued success.

Position Overview:

The Executive Administrative Assistant will be a linchpin in our operations, providing vital support to our senior leadership team across various domains, including administrative, finance, cost control, and general office administration. This role necessitates a candidate with exceptional organizational prowess, a strong sense of integrity, and an innate attention to detail.

Key Responsibilities:

Administrative:

• Orchestrating Efficiency: Seamlessly manage intricate calendars, orchestrating appointments and synchronizing meetings for upper management, ensuring optimal use of time.

• Meticulous Correspondence: Craft and refine various forms of communication, from professional correspondences to comprehensive presentations and insightful reports.

• Stakeholder Liaison: Act as a liaison between executives and internal/external stakeholders, maintaining transparent lines of communication to facilitate collaborative efforts.

• Confidentiality Champion: Handle highly sensitive information with the utmost discretion, safeguarding the integrity and trust of our organization.

Finance:

• Budgetary Vigilance: Assist in the preparation and vigilant monitoring of budgets, ensuring unwavering compliance with financial policies and procedures.

• Precision in Process: Process expense reports, invoices, and purchase orders with impeccable accuracy and timeliness, ensuring financial transactions run smoothly.

• Data-Driven Insights: Collaborate with the finance team to meticulously track expenses, analyze financial data, and generate insightful reports for management review.

• Compliance Sentinel: Support financial audits and other compliance-related activities, ensuring adherence to regulatory standards.

Cost Control:

• Astute Resource Management: Monitor and dissect expenses, uncovering opportunities for cost-saving measures and operational efficiencies.

• Strategic Negotiation: Evaluate vendor contracts, deftly negotiating terms to secure favorable agreements that drive value for the organization.

General Office Management:

• Operational Stewardship: Oversee day-to-day office operations, including seamless facilities management, procurement of supplies, and diligent equipment maintenance.

• Travel Logistics Expertise: Coordinate comprehensive travel arrangements, from accommodations to meticulously curated itineraries, ensuring executives travel with ease.

• Empowering Team Player: Foster a positive and collaborative work environment, acting as a resource for staff members and providing invaluable support to enhance team effectiveness and avoid that the team runs out of office consumables including but not limited to coffee and printer paper..

Qualifications:

Educational Foundation: Bachelor's degree in Business Administration, Finance, or a related field (Master's degree preferred).

• Seasoned Professionalism: Minimum of 3 years of experience in a similar executive support role within a corporate environment.

• Technological Fluency: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools.

• Analytical Acumen:*Strong analytical skills and ability to work with financial data to derive actionable insights.

• Exemplary Organization: Exceptional organizational and time-management abilities, ensuring tasks are executed with precision and efficiency.

• Discretion and Trustworthiness: Ability to handle sensitive information with confidentiality and the utmost professionalism.

• Articulate Communicator: Excellent communication and interpersonal skills, enabling effective collaboration across diverse teams.

Commitment to Excellence:

At Poseidon CRO, we prize individuals who demonstrate an unwavering commitment to excellence. We seek team members who are dedicated to not only meeting expectations but exceeding them, adding tangible value to every aspect of our operations.

How to Apply:

Interested candidates are invited to submit their resume and a cover letter detailing their relevant experience, emphasizing how they will contribute to our mission, to before October 24, 2025.

At Poseidon CRO, we are fervently dedicated to fostering a diverse and inclusive work environment. We wholeheartedly encourage individuals of all backgrounds and experiences to apply.

Join us in spearheading the future of healthcare. Apply today and become an integral part of our driven and dedicated team