ClinLab Staffing
Executive Assistant - New Haven, CT
Overview: We are looking for a dynamic and highly organized Executive Assistant to support our CEO. This pivotal role offers high visibility and the opportunity to contribute meaningfully to a fast-growing, mission-driven organization. The ideal candidate brings proven experience supporting C-level executives and excels in managing complex calendars, coordinating strategic initiatives, and maintaining seamless communication across leadership, board members, and key stakeholders. Roles & Responsibilities 1. Communication Management Email Oversight & Summarization : Monitor, filter, and summarize daily emails. Flag urgent items and draft replies when appropriate. External Communication Support : Assist with composing professional correspondence (e.g., replies, meeting follow-ups, announcements). Announcements & Posts : Draft and distribute internal or external announcements, updates, and relevant information. 2. Scheduling & Coordination Calendar & Meeting Management : Coordinate and schedule internal and external meetings across multiple time zones. Send reminders, prepare agendas, and ensure proper follow-up. Travel Planning : Organize business trips including flights, accommodations, ground transportation, and itineraries. Event & Conference Registration : Handle registrations, documentation, and logistics for industry events, speaking engagements, or conferences. 3. Contact & Relationship Management CRM & Contact Organization : Compile and organize contact lists, business cards, and networking information. Maintain a log of key meetings, introductions, and follow-ups. Conversation & Meeting Tracking : Maintain records of key discussions, stakeholder interactions, and outcomes. 4. Administrative & Office Operations Daily Office Alignment : Serve as the central point of coordination for daily priorities, ensuring all tasks align with leadership needs. Document & File Management : Organize digital and physical files, including contracts, photos, letters, and receipts. Expense & Procurement Management : Prepare travel and office expense reports. Support office purchases and inventory management (e.g., equipment, supplies, snacks). 5. Logistics & Errand Support Errand Coordination : Handle tasks such as shipping, courier arrangements, food ordering, and local errands. Reservation Handling : Make restaurant and venue reservations for team meetings or executive functions. 6. Team & Culture Support Team Planning Assistance : Help coordinate team calendars, hiring plans, and onboarding schedules. Team Engagement & Culture : Organize team-building activities, retreats, and entertainment. Support initiatives to foster a positive and productive work environment. 7. Information Synthesis & Support Note-taking & Document Summarization : Attend meetings (as needed), take detailed notes, and summarize key takeaways. Assist in drafting summaries and briefings for reports, or communications.
Overview: We are looking for a dynamic and highly organized Executive Assistant to support our CEO. This pivotal role offers high visibility and the opportunity to contribute meaningfully to a fast-growing, mission-driven organization. The ideal candidate brings proven experience supporting C-level executives and excels in managing complex calendars, coordinating strategic initiatives, and maintaining seamless communication across leadership, board members, and key stakeholders. Roles & Responsibilities 1. Communication Management Email Oversight & Summarization : Monitor, filter, and summarize daily emails. Flag urgent items and draft replies when appropriate. External Communication Support : Assist with composing professional correspondence (e.g., replies, meeting follow-ups, announcements). Announcements & Posts : Draft and distribute internal or external announcements, updates, and relevant information. 2. Scheduling & Coordination Calendar & Meeting Management : Coordinate and schedule internal and external meetings across multiple time zones. Send reminders, prepare agendas, and ensure proper follow-up. Travel Planning : Organize business trips including flights, accommodations, ground transportation, and itineraries. Event & Conference Registration : Handle registrations, documentation, and logistics for industry events, speaking engagements, or conferences. 3. Contact & Relationship Management CRM & Contact Organization : Compile and organize contact lists, business cards, and networking information. Maintain a log of key meetings, introductions, and follow-ups. Conversation & Meeting Tracking : Maintain records of key discussions, stakeholder interactions, and outcomes. 4. Administrative & Office Operations Daily Office Alignment : Serve as the central point of coordination for daily priorities, ensuring all tasks align with leadership needs. Document & File Management : Organize digital and physical files, including contracts, photos, letters, and receipts. Expense & Procurement Management : Prepare travel and office expense reports. Support office purchases and inventory management (e.g., equipment, supplies, snacks). 5. Logistics & Errand Support Errand Coordination : Handle tasks such as shipping, courier arrangements, food ordering, and local errands. Reservation Handling : Make restaurant and venue reservations for team meetings or executive functions. 6. Team & Culture Support Team Planning Assistance : Help coordinate team calendars, hiring plans, and onboarding schedules. Team Engagement & Culture : Organize team-building activities, retreats, and entertainment. Support initiatives to foster a positive and productive work environment. 7. Information Synthesis & Support Note-taking & Document Summarization : Attend meetings (as needed), take detailed notes, and summarize key takeaways. Assist in drafting summaries and briefings for reports, or communications.