Job Description

Job Description

Job Description

Bayport Laboratories is a leader in the cosmetic manufacturing industry, and is seeking a dedicated and highly organized executive assistant to support our founders. This pivotal role involves providing comprehensive administrative and operational support to ensure the smooth functioning of daily activities and strategic initiatives. The ideal candidate will have exceptional organizational and communication skills, the ability to handle multiple tasks efficiently, and a proactive approach to problem-solving.

As the executive assistant, you will be a key partner to the founder, managing schedules, coordinating meetings, handling correspondence, and assisting with various projects. If you thrive in a fast-paced environment and are committed to contributing to the success of a dynamic and innovative company. This role is crucial in managing the daily operations of the executive office, including complex calendar management, meeting coordination, communication handling, and support with special projects. The ideal candidate is proactive, highly organized, and adept at managing multiple tasks while maintaining a high level of confidentiality and professionalism. We invite you to join our team and play an integral role in the ongoing growth of Bayport Laboratories.

Key Responsibilities:

Calendar Management: Manage and coordinate the complex schedules of the Founders, including arranging meetings, appointments, and events to optimize their time.

Communication: Serve as the primary point of contact for the Founders, managing communications, including screening emails, phone calls, and correspondence. Prioritize and respond to inquiries promptly.

Travel Arrangements: Plan and coordinate detailed travel itineraries, including flights, accommodations, and ground transportation. Handle any travel-related issues that may arise.

Meeting Coordination: Organize and prepare materials for meetings, including creating agendas, compiling reports, and arranging presentations. Attend meetings as needed to take minutes and manage follow-up actions.

Document Preparation: Draft, review, and edit documents, presentations, and reports with a high degree of accuracy and professionalism.

Confidentiality: Handle sensitive and confidential information with the utmost discretion, maintaining the integrity of all communications and documents.

Special Projects: Assist the Founders with special projects, research, and strategic initiatives, ensuring timely and efficient completion.

Office Management: Oversee the smooth operation of the Founders' office, including managing supplies, coordinating with other departments, and handling expense reports.

Relationship Management: Build and maintain strong relationships with internal and external stakeholders, including clients, partners, and board members, acting as a representative of the Founders.

Qualifications:

Bachelor’s degree in Business Administration, Communications, or a related field preferred.
Proven experience as an Executive Assistant supporting high-level executives, ideally in a dynamic or startup environment.
Excellent organizational and time-management skills.
Strong written and verbal communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with collaboration tools (e.g., Slack, Zoom).
Ability to work independently with a high level of initiative and judgment.
Strong attention to detail and problem-solving capabilities.
High level of discretion and commitment to confidentiality.

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