Executive Assistant to the CIO

PTC Therapeutics is a global commercial biopharmaceutical company. For over 25 years our team has been deeply committed to a unified purpose: Extending life's moments for children and adults living with a rare disease.

At PTC, we cultivate an inclusive culture where everyone feels valued, respected, and empowered. We welcome candidates from all backgrounds to join our team, fostering a strong sense of belonging.

Visit our website to learn more about our company and culture!
Site: www.ptcbio.com

ESSENTIAL FUNCTIONS

Primary duties/responsibilities:

• Provides full administrative support to an assigned team(s). This includes, but may not be limited to, managing the scheduling of complex meeting requests (e.g. teleconferences, videoconferences and WebEx meetings) for internal and external meetings such as board meetings, investor meetings, business planning, etc; coordinating requested meetings and/or proactively scheduling meetings across multiple time zones and languages as required, proactively managing conflicts and following up as needed. Meeting planning may include, but may not be limited to:
  • Securing internal/external meeting space, ensuring meeting space is properly set up and maintained (e.g. physical space, technology requirements are present and functioning properly), arranging for catering, etc.
  • Preparation of meeting materials (e.g., development of PowerPoint slides) and distribution to meeting participants.
  • Coordinating meeting logistics and global/domestic travel requirements.
  • Processing expense reports.
  • Accurately capturing and distributing meeting minutes in a timely manner and documenting/actively following up on action items.

• May coordinate and liaise with vendors/agencies for meeting planning. This includes, but may not be limited to, scheduling/coordinating agency capability presentations.
• Prepares documents, reports, spreadsheets and/or presentations and ensures appropriate translations for documents are acquired, as needed.
• Arranges global and domestic travel (transportation, lodging, passport/visas, etc.) and monitors travel itinerary to resolve travel-related issues/concerns.
• Performs routine filing, faxing, shipping, phone duties.
• Performs other tasks and assignments as needed and specified by the CIO and IT Leadership.
• Manages calendar(s) and schedules, plans and coordinates meetings and teleconferences involving internal team members and external guests. Collaborates with administrative/executive assistants in other departments to mitigate scheduling conflicts.
• Manages the scheduling of candidate interviews, travel arrangements, debrief sessions in support of the team.
• Assists in the creation of documents, memos, reports, spreadsheets and presentation material as needed and requested by department members and/or department head. May also be responsible for maintaining/updating the above as requested.
• Leverages his/her business understanding and acumen to ensure the Chief Information Officer has the necessary meetings, information, and materials required to support the work performed at an executive level.
• Ensures equipment is properly maintained and operational by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• The role also includes, but may not be limited to, proactively and independently identifying, coordinating and monitoring the administrative aspects of the executive's department(s) and projects/programs; routine interaction with other administrative support staff and other internal key stakeholders; identifying and implementing/supporting administrative systems, processes and procedures; and completing varied routine, ad-hoc and project-driven administrative tasks as assigned.
• The Executive Assistant may also be responsible for the coordination and tracking of budgets, contracts, purchase orders and/or invoices.
• Hands on experience with O365 (Outlook, Word, Excel, PowerPoint).
• Manage the intake and tracking of IT equipment (new and used) and clean equipment for repurposing.

KNOWLEDGE/SKILLS/ABILITIES REQUIRED

* Minimum level of education and years of relevant work experience.

• A Diploma or Certificate in a related discipline and a minimum of 8 years of related professional experience OR equivalent combination of experience and/or education.

* Special knowledge or skills needed and/or licenses or certificates required.

• Demonstrated ability to accurately, efficiently and effectively manage multiple calendars, global/domestic travel itineraries and special projects.
• Demonstrated proficiency using the advanced functionality of Microsoft Office (Power Point, Excel and Word).
• Excellent verbal and written communication and skills.
• Ability to work independently and collaboratively, as required, in a fast-paced, matrixed, team environment consisting of internal and external team members.
• Analytical thinker with excellent problem-solving skills and the ability to adapt to changing priorities and deadlines.
• Excellent planning, organization and time management skills including the ability to support and prioritize multiple projects.
• Ability to handle confidential information with discretion.
• Flexibility to work outside of core business hours when necessary.

*Special knowledge or skills and/or licenses or certificates preferred.

• Associate's or Bachelor's degree.
• Experience providing high-level administrative support at departmental level in a pharmaceutical, biotechnology or related environment.
• Experience working in a small but fast growing, entrepreneurial environment.

* Travel requirements

0 - 10%

EEO Statement:

PTC Therapeutics is an equal opportunity employer. We welcome applications from all individuals, regardless of race, color, national origin, gender, age, physical characteristics, social origin, disability, religion, family status, pregnancy, sexual orientation, gender identity, gender expression, disability, veteran status or any unlawful criterion under applicable law. We are committed to treating all applicants fairly and avoiding discrimination.

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