Work Schedule Standard (Mon-Fri)
Environmental Conditions Office
Job Description As an Executive Assistant supporting our Chief Information Officer (CIO), you will play a pivotal role at the intersection of technology, leadership, and business strategy. In this key position, you will apply your outstanding interpersonal, communication, and project coordination skills to support the CIO in improving efficiency within a dynamic work setting. Collaborate with integrity and discretion on IT strategy, digital transformation, cybersecurity, data governance, and enterprise systems.
What You Will Do? - Proactively manage the CIO's calendar, knowing what to prioritize based on evolving business needs and central initiatives.
- Coordinate global meetings with cross-functional teams, technical leaders, vendors, and partners, managing logistics, agendas, materials, and follow-up actions.
- Understand technology and business priorities to assess and screen meeting requests and align scheduling to support critical IT initiatives.
- Provide support with customer/vendor engagement planning, email communication, and executive briefings aligned to standard processes and enterprise IT frameworks.
- Foster teamwork across a global and matrixed IT organization going through transformation; be a valuable link between internal IT leaders, business collaborators, and external partners.
- Track and drive progress on multiple concurrent initiatives, ensuring deliverables, project timelines, and priorities are met through proactive follow-up.
- Research and summarize technical and operational information to assist the CIO in decision-making and respond to inquiries requiring discretion and an understanding of IT concepts.
- Prepare communications and presentations using Microsoft Office tools (Outlook, Word, Excel, PowerPoint, Visio) to support key internal and external engagements.
- Handle travel planning and expense reporting for the CIO, including international travel, visa requirements, and after-hours or weekend coordination as needed.
- Maintain confidentiality with executive files, strategic roadmaps, and board-level materials.
- Provide coordination across executive support staff, especially during peak demand, absence, or cross-coverage needs within the IT or broader leadership team.
- Attend key meetings and document follow-up items to support ongoing CIO initiatives and IT governance processes.
- Support vendor invoice processing and IT procurement documentation as needed in partnership with finance and procurement teams.
How You Will Get Here? - Associate's degree required; Bachelor's degree or equivalent experience preferred.
- Minimum of 10+ years of executive assistant experience, with at least 4+ years supporting C-level leadership, ideally in a large, global enterprise.
- Demonstrated experience supporting technology executives, CIOs, or senior IT leadership, ideally in Life Sciences, Biotech, Healthcare, or high-tech industries.
- Ability to work independently, and prioritize effectively
- Strong process orientation and attention to detail; able to anticipate needs and quickly problem-solve.
- Excellent written, oral, and proofreading abilities.
- Comfortable with ambiguity and change.
- Experience with international travel logistics, including visa and compliance requirements.
- Proficiency with Microsoft Office Suite, especially Outlook, PowerPoint, Excel, and Visio.
- Experience with Workday, Concur, and collaboration tools such as Microsoft Teams or SharePoint is preferred.
