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Replimune, Inc. Executive Assistant - Temporary in Woburn, Massachusetts

Administrative Assistant/Executive Assistant to the Replimune Executive Leadership Team (ELT) & Clinical Development Leadership Team

Temporary role covering a maternity leave through May 31, 2023

Summary of job description:

The Administrative Assistant/Executive Assistant (depending on level of experience) to 3 members of the Replimune Executive Leadership Team (ELT) is responsible for supporting the daily activities and general office duties to the 3 members of the Replimune Executive Leadership Team (ELT) and senior members of the clinical development team. S/he will leverage a broad range of skills with a high degree of professionalism, initiative, proactivity and collaboration, and exercise good judgment in all situations. S/he must be able to work under pressure with the ability to handle a wide variety of activities with appropriate attention to detail and will be expected to handle confidential matters with discretion.

  • This position is based in our Woburn office and welcomes hybrid work! Local candidates are expected to be on-site 2 days per week.

Key responsibilities:

  • Provides high level administrative support to the 3 members of the Replimune Executive Leadership Team (ELT) and Senior Members of the Clinical Development organization.

  • Handle general office tasks, providing polite and professional assistance via phone, mail and email in office and virtual environment.

  • Regularly handles confidential and proprietary information with utmost discretion.

  • Proactively manages calendars, with the ability to schedule and prioritize meetings, resolve schedule conflicts, and stay several steps ahead to maintain efficiency.

  • Manage high level meeting planning and logistics, including calendar coordination, preparing and printing materials, comprised of reports, PowerPoint presentations, spreadsheets, and other documents / materials, as needed.

  • Assist in hiring of new team members for clinical development, including scheduling interviews for prospective candidates, and providing administrative support in preparation of and during onboarding.

  • Create and submit expense reimbursement reports for 3 members of the Replimune Executive Leadership Team (ELT) and direct reports as needed using Excel, working closely with Accounts Payable team for timely, organized processing, and understanding the Concur expense management system.

  • Coordinate domestic and international travel arrangements

  • Arrange off-site meetings, as needed, including venue, A/V equipment, accommodations, catering, meeting supplies, etc., as needed

  • Organize and capture notes and action items at key departmental meetings and follows up, as needed

  • Provide administrative support for documents and presentations using Microsoft Office Suite (includes proof reading and formatting).

  • Ensure complete and accurate files (paper and electronic).

  • Create and maintain complex written correspondence, memos, presentations, spreadsheets, organizational charts, etc. with limited oversight. Proofreads and edits such documents prior to finalizing.

  • Prepare, distribute and provide support for meetings and meeting cadence through agenda preparation and minutes and keeping organized and accessible files in shared environment (i.e. SharePoint, Citrix)

  • Perform other special projects as directed by manager. Work collaboratively with the rest of the Replimune administrative team, on special projects, as needed, including but not limited to development of presentations, managing inter-departmental meetings and team building activities.

  • Create and maintain database information such as distribution lists, mailing lists, vendors, etc. in applicable format.

  • Order office supplies, retrieve and distribute mail and packages, organize and maintain office and supply room.

  • Support with departmental administrative budgets and finances related to departmental expenses.

  • Understand and comply with company standard operating procedures and support new hire and department training needs (i.e. Master Control).

Other Responsibilities:

  • Other office support duties as assigned.

Educational requirements:

  • Bachelor’s degree, or Associate degree plus relevant experience and training, required.

Experience and skill requirement:

  • 10+ years administrative experience supporting senior management team members, preferably in the biotechnology / pharmaceutical industry

  • Social Media / technology skills (corporate website updates, social media posts, etc).

  • Ability to multi-task

  • Excellent verbal and written communication skills.

  • Proven ability to handle confidential information with discretion, prioritize and be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.

  • Provide support for purchase order development, entry, approvals and documentation

  • MS Office expertise including Outlook, Word, Excel, and PowerPoint.

  • Experience with virtual conferencing environment - Zoom Video Conferencing & Zoom Rooms

  • Strong interpersonal, organizational, and time management skills.

  • Ability to provide a high level of customer service.

  • Professional level of collaboration, approach and focus.

  • Experienced partner with department heads, administrative teams, employees and external partners and customers

  • Ability to handle matters of strict confidentiality and sensitivity.

Location:

  • This position is based in our Woburn office and welcomes hybrid work! Local candidates are expected to be on-site 2 days per week.

Requisition ID: 2023-1285

External Company Name: Replimune, Inc.

External Company URL: replimune.com

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