Executive Assistant

Position Overview

This position supports the Chief Information Officer. It is an onsite position at our Madison, WI headquarters.

The Executive Assistant is responsible for a variety of duties and responsibilities in support of executive leadership at Exact Sciences, specifically the Chief Information Officer. This position provides technical and administrative support related to a variety of areas, including managing executive calendars, compiling, and analyzing data, coordinating events and meeting logistics, functional budget processes and expense reconciliation, managing team resources and supplies and serving as a coordination point for team documentation, meeting notes and archives. This is a customer-facing position within the team and across the business and requires the need to manage concurrent activities and interact with individuals at all levels of the organization. Given the nature of the function, strong integrity, and ability to maintain confidentiality is key to the success of the position. This position interfaces with senior leaders, directors, managers, and visitors to gather and exchange information.

Essential Duties

include but are not limited to the following:

• Executive support: manage the day-to-day calendar for executive leadership; assuming central coordination for internal and external requests and proactively managing cadence for standing meetings (one-on-ones, team meetings, etc.); managing expense reconciliation, travel arrangements and other tasks.
• Drive effective record-keeping through management of an efficient communication and organizational system and note-taking to include managing a document-sharing platform and driving the effective use of such tool.
• Assist with processes related to invoicing and budget reconciliation for the leader including management of purchase requisition requests, contract reviews through the legal function, invoice reconciliation, and ongoing, functional budget analysis.
• Draft correspondence and presentations, which may be typed from notes, edits, photocopies, faxes, and/or files, and may be of a confidential nature.
• May prepare presentation materials for meetings.
• Provide assistance for internal and external events, which may include venue contracting, food and beverage coordination, entertainment, and attendance tracking.
• Collaborate with leaders and assistants from multiple functions internally, and with partners externally to effectively manage availability and capacity of the leader.
• Support team communication efforts by authoring or editing team or company-wide communications.
• Excellent verbal and written communication skills, as demonstrated by work samples.
• Adaptable, open to change and able to work in ambiguous situations and respond to new information and unexpected circumstances.
• Strong interpersonal and teamwork skills including the ability to easily convey concepts and priorities, as well as the ability to solicit feedback and inputs.
• Uphold company mission and values through accountability, innovation, integrity, quality, and teamwork.
• Support and comply with the company's Quality Management System policies and procedures.
• Regular and reliable attendance.
• Ability to work nights and/or weekends as needed.
• Ability to lift up to 40 pounds for approximately up to 5% of a typical working day.
• Ability to work on a mobile device, tablet, or in front of a computer screen and/or perform typing for approximately 90% of a typical working day.
• Ability and means to travel between Madison locations.
• Ability to travel 10% of working time away from work location, may include overnight/weekend travel.

Minimum Qualifications

• Associates degree in business administration, administrative support, or related field; or high school degree/general education diploma and 2 years of relevant experience in lieu of Associates degree.
• 5+ years of experience working in an administrative support capacity, demonstrating progressively increasing levels of responsibility.
• Demonstrated ability to use business travel and expense platforms and submit receipt reconciliation.
• Demonstrated ability to manage Microsoft Outlook calendars for individuals and groups.
• Highly proficient in Microsoft Excel, Word, and PowerPoint.
• Demonstrated ability to effectively create presentations, draft communications, and perform analyses to include the application of formulas and PivotTables.
• Demonstrated use of initiative and innovation to identify needs for improvement and seeking and developing creative solutions.
• Demonstrated ability to interact professionally and communicate effectively with internal staff and external customers.
• Demonstrated ability to be well-organized with extremely strong attention to detail and time-management skills.
• Demonstrated ability to perform the Essential Duties of the position with or without accommodation.
• Authorization to work in the United States without sponsorship.

Preferred Qualifications

• Professional experience providing Executive support.

Salary Range:
$65,000.00 - $105,000.00

The annual base salary shown is for this position located in US - WI - Madison on a full-time basis. In addition, this position is bonus eligible, and is eligible to receive company stock upon hire as well as annually. Benefits offered include a retirement savings plan, paid vacation, holiday and personal days, paid caregiver/parental leave, and health benefits to include medical, prescription drug, dental and vision coverage in accordance with the terms, conditions, and eligibility requirements of the applicable plans.

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, creed, disability, gender identity, national origin, protected veteran status, race, religion, sex, sexual orientation, and any other status protected by applicable local, state or federal law. Applicable portions of the Company's affirmative action program are available to any applicant or employee for inspection upon request.

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