Executive Assistant

Summary

Join MindMed, a clinical-stage biopharmaceutical company, as an Executive Assistant providing comprehensive support to the Chief Corporate Affairs Officer and Chief Legal Officer. You will manage complex calendars, coordinate meetings and travel, prepare materials for board meetings, and liaise with stakeholders. Responsibilities include handling sensitive information, improving administrative procedures, processing expense reports, and coordinating events. This role demands strong organizational, communication, and problem-solving skills, along with experience supporting C-suite executives. A bachelor's degree or equivalent experience is required, and 5+ years of relevant experience is essential.

Requirements

• Possess a Bachelor’s degree or equivalent experience
• Work well in a virtual environment
• Be a proactive self-starter who can solve any calendar challenge at a moment’s notice
• Have 5+ years of experience in a business role specifically supporting C-Suite Executives
• Possess excellent presentation, spreadsheet, and document authorship skills
• Demonstrate exceptional time management skills and calendaring experience with scheduling internal and external meetings with C-level stakeholders, investors, and other busy senior people
• Possess strong written & verbal communication skills - able to deal with highly confidential and sensitive information and communicate effectively with Senior Executives and Influencers
• Maintain a positive attitude and appetite for development
• Ability to prioritize effectively in a fast-paced environment and adapt to last minute changes
• Possess incredible attention to detail and analytical skills
• Ability to pinpoint problems and find creative solutions proactively
• Demonstrate strong business acumen and judgment; respect for confidentiality
• Have experience with booking complex travel arrangements and adjusting them on short notice

Responsibilities

• Provide full calendar management and scheduling of all meetings, managing conflicts, and maintaining balance between work and meeting blocks for the Chief Corporate Affairs Officer and Chief Legal Officer
• Provide full calendar management for Executives including scheduling of all meetings, travel arrangements, managing conflicts, and maintaining balance between work and meeting blocks
• Coordinate with senior executive assistant to synthesize comments for, prepare and organize materials for meetings of the Board of Directors and Board committees, including uploading and managing materials to Diligent Board portal
• Assist in coordinating relationships with key stakeholders, including government officials, community partners, and media representatives
• Assist in the production and distribution of company materials such as press releases and website updates
• Assist in organizing corporate events, conferences, and stakeholder engagements, including logistics, scheduling, invitations, and event materials
• Serve as a point of contact for internal and external communications, screening and directing phone calls, emails, and correspondence. Ensure timely follow-ups and responses as required
• Coordinate all information flows to ensure adequate prep time so that executives are always prepared, block prep time, send prep materials and add reminders to calendar when appropriate
• Follow up with internal and external parties to ensure all action items are completed and communicate outcomes where needed
• Consolidate all requests for executives' time, agree on priorities with teammates and clearly communicate expectations to team
• Handle sensitive and confidential information with the highest level of professionalism, ensuring confidentiality at all times
• Initiate and continuously improve administrative procedures for executive team in conjunction with Sr. EA
• Process all expense reports and review and approve all expenses submitted by direct reports
• Work with Senior EA to coordinate multiple on-going conferences and off-site meetings/events and associated travel arrangements (including ad-hoc Board events, Senior Leadership Meetings, Executive Strategy Offsites, etc.)
• Provide additional calendar management and meeting coordination, including team offsites, for other executives and senior level colleagues as needed
• Complete other assignments as needed