Executive Assistant

Role Summary

• Responsibilities: We are seeking a proactive and enthusiastic Executive Assistant who takes pride in offering the best possible service to those they support. The role would suit both those with prior experience as an Executive Assistant or in a similar role, and those looking to start a career in the field. You will receive training, guidance and mentorship from experienced colleagues in the team and will quickly take on increasing responsibility in support of your senior colleagues
• Salary: $45,000 per annum
• Benefits: Discretionary profit share bonuses paid twice per year, hybrid and flexible working options, generous vacation allowance, private medical and dental insurance, 401K plan with up to a 5% employer contribution, life insurance, full funding and study leave for external training and more
• Role Type: Full-time, permanent
• Start Date: This role will ideally commence in April
• Application Deadline: Whilst there are no set application deadlines, we strongly recommend applying as early as possible. The role may close when suitable candidates are found
• Location: This role is available in our Boston office

About the Role

This is an exciting time to join the Costello Medical team as we are growing rapidly, both in the US and internationally. This growth has been driven by our commitment to delivering exceptional levels of customer service and high-quality work. We are seeking a proactive and enthusiastic Executive Assistant who will embody these same values and take pride in offering the best possible service to those they support.

You will join the team in our Boston office which was founded in January 2020. You will closely support our Scientific Director, who has more than 10 years of experience in the industry, the Head of Rare Diseases, and other senior colleagues.

Key responsibilities will include:

• Managing the calendars of those you support, including scheduling and rearranging meetings, adding important events and project deadlines, arranging meeting rooms, and more
• Minute taking in meetings and assisting in following up on agreed actions afterwards, to support project delivery
• Scheduling events, including researching costs and providing budgets, liaising with venues, and booking facilities
• Supporting with the organization of both domestic and international travel
• Answering telephones and taking messages
• Responding to, drafting, and filing emails
• Document management including printing and filing documents for signature
• Drafting documents and presentations, as well as reviewing documents for accuracy
• Copying scientific details between different document types
• Making purchases and processing expenses
• Supporting wider company projects
• Responding to personal administrative tasks
• Acting as the first point of contact for internal and external queries and requests
• Completing ad-hoc tasks in support of the wider Technical and Operational Support Team

Hybrid Working Policy: We believe that having face-to-face time in the office holds many benefits and is central to ensuring that the community we have created, where people have a workplace they belong to and feel part of, is never lost. At the same time, we recognize that homeworking can improve work life balance, reduce commuting times and costs, and provide the opportunity to juggle personal commitments. Therefore, we offer flexible working arrangements that allow our colleagues to work from home for up to half of the time, measured across a 2-week rolling period.

A Day in the Life of an Executive Assistant

To learn more about a typical day for an Executive Assistant at Costello Medical, please click here: https://www.costellomedical.com/day-in-the-life/personal-assistant.html

Career Profile

We offer many opportunities for personal and professional development at Costello Medical. Please click below to read firsthand accounts from our colleagues about their time with the company: https://www.costellomedical.com/careers/working-at-costello-medical/

About Costello Medical

Costello Medical is a rapidly growing global healthcare agency specializing in medical communications, market access and health economic and outcomes research. We work with a wide range of clients, including the industry’s most successful pharmaceutical and medical technology companies, patient and public health bodies and charitable organizations. We have been listed on the Top 100 Best Companies to Work For list since 2017, as well as receiving B Corporation Accreditation in 2022. Please click here to learn more about us, our work and our mission: https://www.costellomedical.com/ 

About You

You will be hard-working, motivated and thrive in a fast-paced environment. Most importantly, you will enjoy making a positive difference to the working lives of the managers you support, which will include striving to reduce their administrative burden.

Essential requirements for the role are:

• An excellent level of written accuracy, attention to detail, and the ability to critically review your own work in terms of presentation, style, and content
• Exceptional organizational skills and the ability to apply these in the way you plan your work and approach tasks. This includes planning your own time effectively to ensure deadlines are met
• The ability and desire to understand project objectives, appreciating how individual tasks feed into the bigger picture of the project
• An aptitude for delivering outstanding customer service and the ability to tailor your communication style (such as tone and frequency of interaction) to suit various audiences and situations, while considering the needs of others, both internally and externally
• The ability to present concerns or feedback in an honest yet constructive way
• Skilled in relationship building, displayed both internally and externally
• An excellent level of productivity, whilst effectively utilising time and resource available
• A high degree of tact, discretion and professionalism when dealing with confidential information
• Excellent proficiency in written English and arithmetic
• Fluency in Microsoft Word, Excel, and PowerPoint. Knowledge of Outlook would be advantageous but not essential, as full training would be provided

Desired requirements for the role are:

• An interest in healthcare, as you will be exposed to some of the scientific work delivered for clients
• Some experience as an Administrative Assistant, Personal Assistant, or similar role

What We Offer

Alongside our award-winning company culture, where every team member is celebrated, respected, and has their voice heard, our comprehensive benefits package includes:

• A starting salary of $45,000 per annum, as well as a discretionary profit share bonus paid twice per year
• 23 days’ vacation leave increasing by 1 day each year to a maximum of 27 days. 6 public holidays plus 1 floating vacation day to use on a holiday of your choosing
• Flexible, reasonable working hours and the chance to work from home for up to half of your working time
• Private medical insurance with a company contribution, as well as dental and vision cover and life insurance
• Retirement savings via a 401k plan with up to a 5% employer match
• Paid funding for external education and study leave
• Paid and unpaid sabbaticals based on length of service

Please click here to learn about our reward package and the other benefits of working for Costello Medical: https://www.costellomedical.com/careers/benefits-package-in-the-us/

The Application Process

You are required to submit your resume and a cover letter via our online application form. In your cover letter, you must explain why you think you would be suited to the role and why you would like to join Costello Medical, with examples to support both. Your resume should clearly state the dates of all qualifications and grades achieved where applicable.

Then, our recruitment process includes a written assessment for you to complete in your own time. If successful, you will be invited to an interview. Please note that the successful candidate may be required to undergo security/background checks, and any employment offer will be conditional on the results of these. Our standard recruitment process lasts around 1 month, however, this can be adapted if necessary.

As an equal opportunity employer, we are committed to fostering a diverse and inclusive workforce and, throughout the recruitment process, there are a number of reasonable adjustments we can provide. Please click here to learn more.

Please note that, whilst we embrace AI to innovate and improve processes, your role may involve confidential data that cannot be uploaded to AI. Therefore, it is important for us to assess your own skills and abilities, so we recommend that you do not rely solely on this technology to generate any application materials.

Visa Sponsorship

We welcome applications from international candidates, but are unfortunately unable to provide visa sponsorship for working visas. Therefore, you must have the right to work in the US independently from the company. However, we are able to consider those on a temporary visa, such as an OPT visa.