Executive Assistant – Medical Affairs

Position Summary

This position is responsible for providing professional Executive Assistant support to Senior Management. Administrative support includes screening calls, taking messages, meeting coordination and heavy calendar management. This position will also support executive travel needs, correspondence preparation, expense processing and other associated administrative functions.

Job Responsibilities

Prepare, edit and/or create PowerPoint presentations.

Manage and maintain contacts, calendar and appointments spanning multiple time zones as well as globally.

Coordinate domestic and international travel arrangements (air, hotel accommodations and ground transportation) with travel agency; prepare detailed itineraries and assure accuracy and timely delivery of plans/tickets to travelers.

Coordinate on and off-site meetings and event planning.

Ensure meeting materials are received, printed and distributed in a timely manner.

Operate as a back-up to the Senior Executive Assistant and Corporate Receptionist with regards to covering the phones. Receive guests and visitors as requested.

Provide telephone coverage and screen calls; take messages and distribute in a timely and appropriate manner.

Prepare, submit and track expenses. Approve departmental time-off and expense reports.

Follow internal processes for submitting invoices and track expenses for reviews.

Organize and maintain a formal filing system that others can understand.

Prepare and edit correspondence, communications and other documents as requested with attention to detail. Conduct research as needed.

Assist with overflow, special projects and day-to-day tasks as needed.

Required Qualifications

High School diploma or equivalent required.

Eight years minimum of high-level executive support experience, encompassing the above areas, including meeting coordination and project management.

Highly proficient in Microsoft Office Suite, specifically PowerPoint, Word, Excel, Outlook, Adobe and general working knowledge of Internet for business use. Ability to learn new computer software.

Some knowledge of oncology and/or medical terminology is required

Conditions of Employment: Individuals must successfully complete pre-employment process, which includes criminal background check, drug screening, and reference verification.

Preferred Qualifications

10 years of executive assistant experience working with VP’s & above, preferred.

10 years of experience with meeting coordination and project management, preferred.

Physical Demands

Employee may be required to lift heavy supplies; may weigh up to 25 pounds (including office supplies).

Ability to sit for extended periods of time.

Must possess ability to perform repetitive motion.

Crouching and bending may be required.

Majority of work is performed in a desk/cubicle environment.

Training

All job specific, safety, and compliance training are assigned based on the job functions associated with this employee.

Other

Willingness to work shift work and overtime is required.

Travel Required.

Weekends/Evenings/Holidays.

Annual Hiring Range

$82,000 – $100,000

Actual compensation offer to candidate may vary from posted hiring range based upon geographic location, work experience, education, and/or skill level. The pay ratio between base pay and target incentive (if applicable) will be finalized at offer.

Description of Benefits

Highly competitive and inclusive medical, dental and vision coverage options

Health Savings Account for medical expenses and dependent care expenses

Flexible Spending Account to pay for certain out-of-pocket expenses

Paid time off, including: vacation, sick time and holidays

401k match and Financial Planning tools

LTD and STD insurance coverages, as well as voluntary benefit options

Employee Assistance Program

Pet Insurance

Legal Assistance

Tuition Assistance

This job description reflects management’s assignment of essential functions. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Caris Life Sciences is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identity, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.

Caris Life Sciences is a leading innovator in molecular science and artificial intelligence focused on fulfilling the promise of precision medicine through quality and innovation.

Caris is committed to quality and excellence at our state-of-the-art laboratories. Learn more about our tissue lab and the advanced technologies that are helping improve the lives of cancer patients.