Job Description

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  InVitro Cell Research (ICR) is hiring an
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   Executive Assistant
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  with extensive experience in expertise in all aspects of administration. The Executive Assistant will provide high-level administrative support to the Executive Director, ensuring the efficient operation of the executive office. This role requires a proactive, organized, and detail-oriented individual who can manage multiple priorities and deliver results in a complex environment.
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  Ideal candidates will be able to work up to 20 to 30 hours per week and come to our Ft. Lee offices for a few hours once or twice per week.
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   Key responsibilities
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   Schedule Management:
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   Actively manage and maintain the Executive Director's calendar, including scheduling meetings, appointments, tasks, and travel arrangements.
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   Ensure the Executive Director is informed of and prepared for upcoming commitments and responsibilities.
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   Financial Management:
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   Facilitate the submission and processing of expense reports and reimbursements.
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   Track and manage budgets for travel and other departmental expenses.
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   Procurement and Facility Management:
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   Purchase office supplies and equipment for the facility, ensuring all items are procured promptly and cost-effectively.
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   Oversee the management of facility services, including maintenance, repairs, and vendor relationships.
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   Meeting Representation:
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   Represent the Executive Director at minor meetings, taking notes and reporting back with relevant information and action items.
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   Act as a liaison between the Executive Director and internal/external stakeholders, ensuring clear and effective communication.
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   Vendor, research subject, and Collaborator Relations:
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   Work closely with vendors, collaborators, research subjects, and the board to facilitate communications and ensure smooth operations.
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   Handle inquiries and follow-up actions from vendors, research subjects, and collaborators in a timely and professional manner.
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   Project Management:
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   Assist in planning, coordinating, and executing projects as directed by the Executive Director.
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   Monitor project timelines, milestones, and deliverables, ensuring projects are completed on time and within scope.
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   Travel Arrangements:
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   Coordinate all aspects of travel, including booking flights, accommodations, and transportation.
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   Prepare detailed travel itineraries and ensure all travel arrangements are cost-effective and align with company policies.
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   Please apply if you have:
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   Bachelor's degree in Business Administration, Management, or a related field preferred.
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   Minimum of 3-5 years of experience in an executive assistant role or similar capacity.
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   Excellent organizational and time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
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   Strong written and verbal communication skills.
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   Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
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   High level of discretion and professionalism in handling confidential information.
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   Ability to work independently and as part of a team.
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   Ideally, you'll also:
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   Experience in managing schedules and travel for senior managers or executives.
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   Familiarity with financial processes, including expense reports and budget tracking.
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   Strong problem-solving skills and attention to detail.
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   Ability to build and maintain effective working relationships with internal and external stakeholders.
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    Position title and compensation are commensurate with experience. Hourly rates will be discussed during the interview process. This list of responsibilities is not exhaustive.
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