Executive Assistant to the Chief Medical Officer

Company Name:
We are seeking a highly skilled, motivated and energetic Executive Assistant to provide high level administrative support to the CMO.
The ideal candidate must be able to manage heavy calendaring, meeting coordination, complex domestic/internal travel, word processing, timely completion of expense reports, and handling of special projects. He/she will ensure confidential handling of information; and, must be able to use sound judgment to independently complete a range of special projects.
The Executive Assistant must be able to exercise a high degree of diplomacy, tact, and professionalism. This position is based in Basking Ridge, NJ.
Schedules, organizes and maintains activities such as professional calendars, meetings and events for the CMO and others in a timely manner
Plans travel and works with outside vendors (e.g. ground transportation, travel agencies, meeting planners, hotels, etc.)
Schedules meetings and develops strong working relationships with internal and external staff and vendors.
Promotes collaboration and teamwork with other Assistants across the Company including sharing of best practices.
Reviews and/or prepares routine correspondence and documents.
Handles copying, scanning, distribution of materials, mailings, etc.
Screens phone calls and exercises judgment - knowing when to interrupt, when to forward to voicemail, when to alert (via email) of a message or key call, and when to delegate to the appropriate individual(s).
Prepares and submits expense reports accurately and in a timely manner.
Handles confidential and non-routine information.
Takes initiative, is discreet, acts with diplomacy, maintains a professional attitude and make decisions within corporate/department guidelines.
Demonstrates with high proficiency, excellent computer and word processing skills with special emphasis on complex calendaring, presentation, and spreadsheet capabilities.
Maintains accuracy, consistency and quality in a fast-paced, multi-task environment and is flexible in changing daily workload priorities as directed.
Acts as a liaison with other departments
Coordinates projects as assigned; must be very project-oriented
Skills and Experience:
Bachelor's degree is required.
Must have 3 years of executive level administrative experience preferably in a biologics or pharmaceutical environment
Must have experience and training in Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook
Ability to manage scheduling, appointments, phone calls, meetings, and travel arrangements with access to calendar
Must be able to coordinate and work with other administrative personnel, cover when not available
Familiarity with internet conferencing is desired
Demonstrates excellent judgment in handling confidential, employee and business-related or sensitive information.
Ability to work independently, set priorities and handle multiple tasks with a high level of efficiency and little or no supervision.
Candidate Profile:
Highly motivated, energetic, self-starter
Excellent administrative skills
Able to work in fast-paced environment and independently manage multiple complex assignments, at times under pressure and with tight deadlines
Strong organizational skills required
Ability to work independently with minimal supervision or direction
Ability to comfortably interact and clearly communicate with individuals within and outside the organization
Excellent verbal and written communication skills
Ideal candidate lives local to Basking Ridge, NJ
About Us
At NeoStem we challenge our employees to become leaders in the emerging field of adult stem cell therapies. It takes a team of experts to help us lead the paradigm shift in medicine-- a shift away from just treating symptoms and towards finding cures for chronic disease and illness.
Join the team that is working together to implement our Company's strategic growth and development plans, all the while never losing sight of our responsibility to the health and wellness of the public.
Connect with us on LinkedIn at http://www.linkedin.com/in/neostem
Follow us on Twitter @NeoStemInc
If you are interested in this exciting opportunity, please send a copy of your CV/Resume directly to

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