Executive Assistant

Simtra BioPharma Solutions (Simtra) is a world-class Contract Development Manufacturing Organization, partnering with pharmaceutical and biotech companies to bring their sterile injectable products to market. With facilities in Bloomington, Indiana, US and Halle/Westfalen, Germany, we offer a wide range of delivery systems including pre-filled syringes, liquid/lyophilized vials, diluents for reconstitution, powder-filled vials and sterile crystallization.  

Our product types include biologics and small molecules, cytotoxics, highly potent compounds, diluents for reconstitution and vaccines – which are all directly injected into patients worldwide.  As such, there is a strong emphasis on quality and continuous improvement at Simtra.  We hold ourselves to the highest quality and regulatory standards.

While our primary focus is cGMP manufacturing, we offer many support services including formulation and development, lyophilization optimization, global regulatory support and secondary packaging.  Our teams are driven to help clients scale, innovate and bring life-changing medicines to patients worldwide.

Why join Team Simtra? Because we:

Make it HAPPEN – We bring a growth mindset to every opportunity, developing new skillsets and exceeding our expectations and those of our customers.

Make it TOGETHER – We work as one, respecting each voice and tapping into our unique strengths across teams—so we can solve problems in new ways.

Make it RIGHT – We hold ourselves to a high standard of excellence, fulfilling our commitments to the customer, their patients, and our team members.

Make it COUNT – We take pride in our day-to-day work, knowing the impact we make – taking on challenges big and small to improve patient health.

This role:

Reporting to the Chief Transformation Officer, the Executive Assistant (“EA”) role will provide critical executive business partner support to the Chief Transformation Officer, Chief of Quality & Regulatory, and Chief Information Officer.

The successful candidate for this position will be a business-minded EA who has experience supporting C-level executives with sophisticated administrative support. They will be an energetic professional experienced in handling a wide range of operations and administrative duties and executive support-related tasks. Working independently with little or no supervision in a pro-active and forward-thinking manner, this role will serve as a liaison to the Executive Leadership Team (ELT), investment sponsors, board of directors, customers, and other stakeholders. The ideal individual will have the confidence and ability to exercise good judgment in a diversity of situations, have the confidence and gravitas to be an extension of the ELT, and liaise with internal and external stakeholders on a global scale. This person will have strong written and verbal communication, administrative and organizational skills, as well as the ability to balance multiple priorities.

The responsibilities:

• Daily management, coordination, and planning of the CTO’s, CQR, and CIO’s schedule, prioritizing and resolving any conflicts.
• Coordinate domestic and international travel for all three executives, including expense reports / visa / passports.
• Assist with group travel and offsite meetings. 
• Act as a business partner to the ELT, provide insight, feedback, support and on-site HQ support where applicable.
• Keep the ELT organized, informed, and prepared which might include reading, researching, collecting, and analyzing information as needed, in advance.
• Manage sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the operations of the company.
• Represent the company in a positive light through great follow-through skills and sound judgment.
• Manage onboarding and offboarding of team members.
• Oversight to IT training budget and approvals.
• Manage P-cards, monthly reconciliation, PO, and invoice submission.
• Prepare Word, Excel, PowerPoint presentations, and other documents in support of ELT and organization objectives.
• Screen incoming calls. Respond to requests by gathering and providing information and referring non-routine calls to the appropriate personnel. This includes filtering and managing customer calls before elevating to the CTO or other members of the ELT.
• As the ELT and other divisions grow, manage the hiring and overall management of the administrative team.
• Perform additional duties as assigned by the ELT.
• Shared office responsibilities; ordering of supplies and restocking.
• Accommodate reasonable international working hours as needed.
• Assist with the creation and preparation of materials, slides, including proofreading.

Required qualifications:

• Minimum 8 years executive support experience including 5+ years supporting C-Level executives.
• Experience liaising with C-level executives, the board of directors, investor-backed company experience a plus.
• Excellent written and verbal communication and time management skills; proven ability to meet deadlines, and strong attention to detail.
• Taking initiative, be proactive, anticipate needs, strong organizational skills, detail oriented, able to prioritize.
• Comfortable with priorities changing and ambiguity. 
• Insightful to drive forward by connecting the dots.
• Excellent at time and project management, have a clear system and composure to deal with multiple tasks at once and ensure everything gets done in timely manner.
• Ability to function well in a service-based and high-paced environment.
• Strong Proficiency in Microsoft Office.
• Poise, gravitas, and confidence to interact with all levels of personnel across a global scale.
• Flexible hours as dictated by the needs of business for projects and meetings.
• Strong business sense. Can decipher priorities and make sound judgment calls when needed.
• Commitment to excellence. Perform duties at the highest level possible on a consistent basis.
• Demonstrated ability and temperament to work with sensitive information.
• Team player. A collaborative and team-oriented approach.
• Service focus. Dedicated to meeting the expectations of the ELT by maintaining effective relationships with all parties.
• Ability to think outside of the box while working with a sense of urgency.

In return, you’ll be eligible for[1]:

• Day One Benefits
  • Medical & Dental Coverage
  • Flexible Spending Accounts
  • Life and AD&D Insurance
  • Supplemental Life Insurance
    • Spouse Life Insurance
    • Child Life Insurance
  • Short and Long-Term Disability Insurance
  • 401(k) Retirement Savings Plan with Company Match
  • Time Off Program
    • Paid Holidays
    • Paid Time Off
    • Paid Parental Leave and more
  • Adoption Reimbursement Program
  • Education Assistance Program
  • Employee Assistance Program
  • Community and Volunteer Service Program
• Additional Benefits
  • Voluntary Insurance Benefits
    • Vision Coverage
    • Accident
    • Critical Illness
    • Hospital Indemnity Insurance
    • Identity Theft Protection
    • Legal and more
  • Onsite Campus Amenities
    • Workout Facility
    • Cafeteria
    • Credit Union

[1] Current benefit offerings are in effect through 12/31/24

Disclaimer

This job description is intended to provide the minimum knowledge, skills and abilities necessary to perform the job.  It may not be inclusive of all the duties and responsibilities of the job.  Simtra reserves the right to make modifications based on business requirements.

Equal Employment Opportunity

Simtra is proud to be an equal opportunity employer. Simtra evaluates qualified applicants without regard to race, color, religion, gender, national origin, age, sexual orientation, gender identity or expression, protected veteran status, disability/handicap status or any other legally protected characteristic.
                                                                                                                                                            
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