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SalaryJob Title: Executive Assistant / Facilities Specialist
Location: Miami, FL US - This is an onsite position
Our Mission:
To build a viable long-lasting health care organization that assumes full responsibility for designing, developing, trial enrollment, regulatory approval and commercializing patient, physician, caregiver, payor, and societal friendly medicinal therapy intended to improve quality of life, increase potential duration of life and resolve serious medical healthcare needs. We will accomplish this by building a team of world class scientists and business administrators that apply themselves to this mission.
Summit Activities
We have in-licensed ivonescimab, which is a novel, potential first-in-class investigational bispecific antibody combining the effects of immunotherapy via a blockade of PD-1 with the anti-angiogenesis effects associated with blocking VEGF into a single molecule. We have initiated Phase III clinical studies in the following NSCLC indications:
Ivonescimab combined with chemotherapy in patients with epidermal growth factor receptor (EGFR)-mutated, locally advanced, or metastatic non-squamous NSCLC who have progressed after treatment with a third-generation EGFR tyrosine kinase inhibitor (TKI) (“Harmoni”)
Ivonescimab combined with chemotherapy in first-line metastatic squamous NSCLC patients (“HARMONi-3”)
Ivonescimab is an investigational therapy that is not approved by any regulatory authority. It is currently being investigated in Phase III clinical studies.
Overview of Role:
We are looking for a capable and dynamic Executive Assistant/Facilities Specialist to provide full-service support to our G&A Executives, reporting to the Sr. Manager of Executive Administration. You will have dual responsibilities, managing day-to-day administrative tasks for your team of executives, while also being the facilities point person for our Miami Office. To be successful in this role, you must be extremely flexible and have the ability to multitask across many different areas, while maintaining a positive, and proactive approach to all tasks at hand.
ROLE AND RESPONSIBILITIES:
Executive Administration:
Provide a high level of support to our COO, CFO & Chief Business & Strategy Officer through meeting management, project management, preparation of meeting materials.
Organize internal and external meetings, including logistical and substantive preparation and note taking for certain key meetings.
Understand attendees at meetings, proactively provide information to the Executives about meeting attendees in order to help prepare the Executives in advance
Track tasks and projects to ensure appropriate prioritization of projects with respect to deadlines and organizational developments.
Be the point person who oversees all activities across businesses functions.
Easily navigate between time zones to coordinate schedules between several US states and international attendees.
Manage content and flow of information to the Executives’ teams at Summit.
Strategically manage complex calendars & schedule appointments
Flag priorities, bring urgent documents to the attention of the right team members for review and facilitate timely execution.
Coordinate tech set up and proactively ensure Exec is prepared ahead of meetings for seamless participation while ensuring all materials are at hand.
Performing additional administrative tasks including coordinating domestic and international travel, expense reconciliation and planning offsite meetings, etc.
Coordinate all travel arrangements, flights, cars, hotel, visas etc. and be able to clearly communicate Itineraries with the Executives.
Process and travel and meeting expenses for reimbursement in a timely manner.
Be on call when exec is traveling, proactively coordinating flights and ground transportation.
Execute special projects as business needs arise.
Ability to anticipate needs, think proactively and prioritize effectively.
Discretion and confidentiality on all matters are of the upmost importance.
Conduct preliminary research on various topics; draft materials and PowerPoint presentations as needed.
Perform any other relevant duties as assigned.
Facilities Management:
Vendor management – negotiating contracts with external suppliers, approving invoices
Receiving, opening, scanning, and/or distributing all incoming mail for the Miami Office
Monitor stock levels of office supplies and ensure continuous supply for the team’s needs
Arrange shredding and collection of confidential waste
Ensure suitable supply of first aid kits
Support new or visiting employees to find the tools they need and find the necessary help
Monitor food and supplies in breakroom and make weekly orders to keep full, clean and appealing to team members
Work with Head of Facilities to help support planning and organization of office expansion
Information Technology:
Strong Core M365 skill set – ability to act as a real time technical resource to onsite executives
Technical competency relative to MS Teams and Zoom meeting setup and troubleshooting at both the calendaring and A/V suite level.
Basic IT troubleshooting relative to Wi-Fi connectivity etc.
Receive and distribute IT equipment to new hires or visiting employees, facilitate the collection of Summit assets from exiting employees at the Miami Office
Maintain Offices and cubicles as needed to ensure each workstation has full capabilities labelled, installed and ready for use (Monitor, Mouse, Keyboard, dongle etc.)
Ad Hoc projects as needed
EXPERIENCE, EDUCATION AND SPECIALIZED KNOWLEDGE AND SKILLS:
Bachelor’s degree or equivalent experience
5 Experience working as an Executive Assistant supporting VP or C-level executives in Finance, Business Development or Strategy (in the biotech/pharma industry a plus)
Experience in Office Management & IT Support
Tech Savvy with a high proficiency with systems such as iOS, MS Office, Google Suite, Concur, Adobe, SharePoint, etc. Ability to trouble shoot on the spot and problem solve as well as troubleshoot from a distance when required.
Excellent verbal and written communication skills as this person will be creating correspondence for internal and external teams.
Highly organized, detail oriented and self-motivated.
Collaborative mindset and strong interpersonal skills.
Remains positive in high pressure and stressful situations.
Demonstrates critical thinking, communication, and relationship-building skills.
Track record of critical decision making and ability to act with discretion and maintain confidentiality.
Enjoys resolving problems for others in a manner that leaves the person feeling enabled and with no hesitation to reach out in the future.
Demonstrated ability to work in a fast-paced, start-up-like environment
Able to provide out-of-the-box solutions for day-to-day issues that arise
Strong computer and database skills
Attention to detail, accuracy and confidentiality
Clear and concise oral and written communication skills
Excellent organizational skills
Critical thinking, problem solving, ability to work independently.
Must be able to effectively multi-task and manage time-sensitive and highly confidential documents.
Communicate effectively and articulate complex ideas in an easily understandable way
Prioritize conflicting demands.
Work in a fast-paced, demanding and collaborative environment
The pay range for this role is $118,000 to $126,000 annually. Actual compensation packages are based on several factors that are unique to each candidate, including but not limited to skill set, depth of experience, certifications, and specific work location. This may be different in other locations due to differences in the cost of labor. The total compensation package for this position may also include bonus, stock, benefits and/or other applicable variable compensation. The successful candidate will also be eligible for health benefits, 401(k) with 6% employer match from day one, ESPP with a 15% discount up to the federal limit, flexible spending account among other benefits compensation.
Summit does not accept referrals from employment businesses and/or employment agencies in respect of the vacancies posted on this site. All employment businesses/agencies are required to contact Summit’s human resources department to obtain prior written authorization before referring any candidates to Summit.
