Executive Assistant

Role Summary

• Responsibilities: We are seeking proactive and enthusiastic Executive Assistants who take 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, depending on your previous experience
• Benefits: Hybrid working options that allow you to work from home up to 50% of your time, generous holiday allowance, flexible working hours, private medical and dental insurance, 401K plan, life insurance, full funding for external training, comprehensive travel insurance and more
• Role Type: Full-time, permanent
• Start Date: The role will ideally commence in August 2024. However, we have start dates available every month of the year
• 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:

• Calendar management
• Scheduling meetings and events, which includes organizing logistics, arranging catering, researching costs, liaising with venues and booking facilities
• Supporting with the organization of both domestic and international travel
• Collating agendas, attending meetings, and minute taking
• 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
• Other ad-hoc tasks in support of the rest of the Technical and Operational Support Team

Hybrid Working Policy: We recognize that home-working can improve work life balance, reduce commuting times and costs, and provide the opportunity to juggle personal commitments. At the same time, 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. 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.

Career Profile

We offer many opportunities for personal and professional development at Costello Medical. Please click below to read a first-hand account from Debbie Baker, Personal (Executive) Assistant Team Manager, who joined the company in 2018: https://www.costellomedical.com/careers/working-at-costello-medical/career-profiles/debbie-baker/

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

Requirements

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:

• Excellent organizational skills, including the ability to manage multiple tasks and projects, prioritize tasks and workload as well as respond to changing deadlines
• The ability to adapt to the different working styles of those you support
• A flair for, and attention to detail
• A strong customer focus and professional verbal and written communication
• Fluency in Microsoft Office, including Outlook
• Discretion and the ability to handle sensitive documents and information appropriately
• A good level of proficiency in written English and arithmetic
• A high level of proactivity to shape this role and add most value for those you support
• A “can do” approach, and the positivity and creativity required to continually improve processes

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

About Costello Medical

Costello Medical is a rapidly growing global healthcare agency specialising 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 organisations. Our mission is to be a community of the very best people, building trusted partnerships across the healthcare sector by delivering an exceptional service. Our vision is to be a leading global partner consistently striving for meaningful and outstanding contributions that improve people’s health and lives.

We are committed to our company values which are central to creating our fun, friendly and innovative workplace in which we strive to deliver the highest standards of quality. As a result, we have been listed in The Top 100 Companies to Work For list for six consecutive years.

On 27th May 2022, Costello Medical received its certification as a B Corporation. We are really proud of this achievement as it demonstrates that Costello Medical is meeting the highest standards of verified social and environmental performance. We underwent a rigorous assessment that covered the whole of our business including employee benefits, charitable giving and sustainability. We believe this certification is external validation of our mission to be a force for good.

The Recruitment Process

Our recruitment process includes interview with senior members of the team in our Boston office. You may also be asked to complete an assessment, details of which will be presented nearer the time. Our standard recruitment process lasts around 2 to 4 weeks, 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 read more about this and contact the People Team via [email protected] should you require reasonable adjustments at any stage.

The role will ideally commence in August 2024. However, we have start dates available every month of the year. You will be asked to state your availability on your application form. Whilst there are no set application deadlines, we would encourage you to submit your application as soon as possible so that we can begin processing your application, as the role will close when a suitable candidate is found.

Please note that this role is available in our Boston office. You can learn more about our office locations here: www.costellomedical.com/careers/locations

Benefits

What We Offer

• A starting salary of $45,000 per annum, depending on your previous experience. Salary increases are awarded after 12 months and will then be reviewed on a yearly basis
• Private medical insurance with a company contribution
• Dental and vision cover
• 23 days’ vacation leave increasing by 1 day to a maximum of 27 days. 6 public holidays plus 1 floating holiday
• The chance to work from home for up to half of your working time
• Retirement savings via a 401k plan
• Paid funding for external education and study leave
• Life insurance
• Comprehensive travel insurance
• Flexible and reasonable working hours
• Regular company-funded social activities

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/

How to Apply

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. As written communication is a vital skill for this role, if your cover letter is suspected to have been generated by Artificial Intelligence (AI), your application is likely to be disqualified.

Please contact the Talent Acquisition team at [email protected] if you have any questions about the role or application process.

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.