Executive Assistant

Boston, MA

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 embodies these same values and who takes 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 10 years’ experience in the industry, and other senior colleagues.

The role would suit both those with prior experience as an Executive Assistant or a similar administrative role and those looking to start a career in the field. You will receive training, guidance and mentorship from experienced colleagues and will quickly take on increasing responsibility in support of your senior colleagues.

Your responsibilities will include:

  • Diary management
  • Collating agendas, attending meetings and minute taking
  • Responding to, drafting, and filing emails
  • Scheduling meetings and organising logistics or catering
  • Acting as the first point of contact for internal and external queries and requests
  • Document management including printing and filing documents for signature
  • Drafting documents and presentations and reviewing documents for accuracy
  • Supporting wider company projects
  • Copying scientific details between different document types
  • Answering telephones and taking messages
  • Making purchases and processing expenses
  • Event scheduling, including researching costs, liaising with venues and booking facilities
  • Supporting with the organisation of both domestic and international travel
  • Responding to personal administrative tasks
  • Other ad-hoc tasks in support of the rest of the Operations Team

What Background Should You Have?

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.

To be a successful Executive Assistant at Costello Medical you will also need:

  • Excellent organisational skills, including the ability to manage multiple tasks and projects, prioritise tasks and workload, and 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

An interest in healthcare would be an advantage as you will be exposed to some of the scientific work delivered for clients.

Some experience as a Executive Assistant or in an administrative role is desirable, though we are also looking for candidates ready to start their career as an Executive Assistant.

What We Offer

The starting salary for the role is flexible, depending on your previous experience. Please click here to learn about our reward package and the other benefits of working for Costello Medical.

How to Apply

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

Please contact Kendra Ramsey at recruitment@costellomedical.com if you have any questions about the role or application process. We regret that we do not have time to take cold calls from recruitment agencies; thank you for your understanding.

COVID-19 Updated Response

Our UK and US offices are open in a safe and controlled way following a period of remote working. Currently, interviews in the UK and US can be conducted in the office or via Microsoft Teams. Our team in Singapore are following local guidance and are working remotely and therefore all interviews for roles in Singapore are taking place over Microsoft Teams.

We are welcoming new employees to the office, depending on location.

For further information, please email recruitment@costellomedical.com.