CARB-X EXECUTIVE ASSISTANT

Tracking Code: 24500799011128

Job Description
CARB-X EXECUTIVE ASSISTANT

Category
Charles River Campus --> Professional
Job Location
BOSTON, MA, United States
Tracking Code
24500799011128
Posted Date
12/10/2024
Salary Grade
Grade 48
Position Type
Full-Time/Regular

CARB-X is restoring the global pipeline for antibacterials, so that no one should die from a bacterial infection. Four G7 governments and three premier foundations support our global work, committing approximately $500M over the next 7 years. We work with more than 100 companies in more than a dozen countries, all with a small virtual team of about 30. To carry out our mission, three of our Executive Team members must cultivate and strengthen relationships with a diverse array of stakeholders, including governments, private foundations, innovation partners, experts and other organizations actively involved in combating antimicrobial resistance. The Executive Assistant maintains the complex schedules of the CARB-X Executive Director, Chief of Research & Development, and Chief of External Affairs and helps prepare for and document meetings and follow-up actions. The Executive Assistant interfaces with other Executive Team members to ensure fluid coordination and awareness across the full team. The Executive Assistant interfaces with the CARB-X Finance & Research Administration team on travel management, and the CARB-X Communications team on messaging and other communications as relayed by and experienced through key external interactions. The Executive Assistant provides comprehensive administrative support to three CARB-X Executive Team members: the Executive Director, Chief of External Affairs, and Chief of Research & Development. They manage daily business operations, communications, and coordination both internally and externally. We seek a collaborative team player who is proactive, detail-oriented, a quick learner, and highly accountable. A high degree of professionalism is essential, as this individual will engage with senior leaders internally, as well as with board members, government officials, and other stakeholders externally. Exceptional organizational skills are a must. Given the nature of handling highly confidential and proprietary information, sound judgement and a high level of discretion are also critical. Discreet and proactive. Multitasker. Flexible.

A successful Executive Assistant will:

• Enhance awareness and coordination across Executive Team.
• Recognize which Executive Team members may have a stake in an upcoming meeting and/or a meeting report and proactively share the relevant information.
• Ensure that a central calendar of key events is up-to-date and visible to all stakeholders.
• Highlight meetings in advance to relevant Executive Team members and coordinate appropriate representation, being mindful of meeting conflicts.
• Directly support the management of information related to meetings and meeting reports.
• As requested, add information directly to the CRM system, or facilitate entry by the responsible parties in a timely manner.
• Oversee the quality of information entry in partnership with the Project Management Office.
• Input and manage cross-team action lists in relevant platforms (e.g. Slack, Asana).
• Prepare meeting documentation and follow-up.
• Ensure appropriate agendas are in place with sufficient time for all parties to prepare.
• Draft agendas as requested.
• Support development of any material to be presented or discussed during the meeting including slides, discussion documents, or talking points.
• Develop drafts of these materials as requested.
• In many cases this will require coordination with other resources within or outside CARB-X.
• When requested, take salient notes or official meeting minutes, highlighting important themes.
• Ensure notes are reviewed and then stored in an appropriate repository.
• Capture specific actions in our task management system and track them over time until they are completed.
• Report on progress regularly, highlighting any important delays or obstacles.
• Coordinate messaging related to meetings with the External Affairs, Research & Development, and Communications teams.
• Manage calendars and travel Maintain and coordinate the Executive Director, Chief of Research & Development, and Chief of External Affairs complex schedules, including meetings with internal and external stakeholders.
• Resolve conflicting demands.
• Plan and coordinate all travel details (transportation, lodging, itineraries, visas) and delegate expense reporting.
• Ensure that any necessary NDAs and/or COIs are executed.
• Manage travel and logistics for high-level participants in priority events.

Boston University School of Law is the home of CARB-X. The position can be entirely virtual, but the successful candidate must be able to work (at least partially) in ET and CET time zones.

Required Skills

• 5-8 years of relevant work experience
• Expertise in cultivating and maintaining partnerships with diverse stakeholders
• Proficiency in managing and completing multiple projects simultaneously and independently
• Outstanding interpersonal skills - Exceptional verbal and written communication abilities
• Availability to travel (occasionally)

Preferred skills:

• Experience working in diverse cultural settings, demonstrating sensitivity and understanding of global health disparities

But thats not all were looking for. We want someone who embodies our values:

• Collaboration
• Humility
• Integrity
• Excellence

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, natural or protective hairstyle, religion, sex, age, national origin, physical or mental disability, sexual orientation, gender identity, genetic information, military service, pregnancy or pregnancy-related condition, or because of marital, parental, or veteran status. We are a VEVRAA Federal Contractor.


Required Skills


Job Location: BOSTON, MA
Position Type: Full-Time/Regular
Salary Grade: Grade 48

To apply, visit https://jobs.silkroad.com/BU/External/jobs/315040







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