Executive Assistant, COVAXX

Flexible location

Role

Inspired by a shared mission and vision to save lives, COVAXX is commercializing solutions to big and complex challenges in the world around us. Our team is resolving the global Covid-19 pandemic through a cost-effective, scalable, and proven platform. We’re searching for a polished, smart, multi-tasking, self-motivated Executive Assistant. The day-to-day function of this role will include making travel and meeting arrangements, calendaring, screening calls, interfacing with vendors, coordinating shipping and supply logistics, undertaking ad hoc research, and other duties as assigned.

The right candidate will bring energy, integrity, accuracy, and discipline. An exceptional assistant will relish the challenge of hundreds of follow-ups and meetings to manage and getting the details right every time. We are looking for someone who has done the job before, but is excited to grow. The person filling this role will have exposure to an exciting team working on interesting projects with big-time, inspiring people all over the world in an informal values-driven start-up culture. We will invest in training and developing the right candidate to meet our needs.

Responsibilities

  • Calendaring, Communications & Networks - Screening phone calls, inquiries and requests. Maintain contact lists and calendars. Thoroughly research time zone and attendee availability. Coordinating with other assistants on calendar management.
  • Travel – researching flight itineraries and accommodations, monitoring flight status in the event of delays, coordinating ground transportation, location research; back up planning.
  • Event/Meeting Planning – acting as the lead on coordinating, planning, and executing outcomes-based meetings from start to finish. Prepare agendas, policies, and other documentation to maintain and update both internal and external communications clearly and efficiently.
  • Research – applying strong research experience to deeply investigate a wide range of topics.
  • Team Support – this role is expected to learn our systems and support a wide range of functions on an as-needed basis including data entry, shipping, records management, light design work and business card and swag procurement.
  • Approval liaison for several executive processes.

Requirements

  • Exceptional written and verbal communication skills. Always leaves a strong and positive impression.
  • Excellent organizational, time management, multitasking, prioritization and logistics skills.
  • Strong E.Q. (emotional quotient/intelligence) skills are critical.
  • Clever, flexible and resourceful - must be able to work independently and know when/how to ask for help.
  • Ability to stay calm, cool and focused in stressful times and maintain a professional demeanor.
  • Must be confident to make complicated decisions on your own when needed or know when to delegate issues upward.
  • Manage ad hoc responsibilities as they arise.
  • Flexible hours and availability with a start-up attitude of intense dedication.

Extras

  • Prior experience in a fast-paced start-up or venture fund.