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Our Miami based client is seeking an administrative assistant to assist the President in the conduct of day-to-day business activities.  The administrative assistant is to serve as an extension of the President for lighter-duty licensing activities.


Job Responsibilities:

• Interface with and support senior executive management and those with whom they interact at all levels; apply sound judgment regarding confidentiality at all times

• Diligently assist with patent prosecution

o Set tickler systems and assist with filing deadlines

o Assist with transmitting correspondence to attorneys

o Open and flag correspondence

o Assist with docket maintenance

o Manage patent files and documents

o Manage patent maintenance fee payment service

• Undertake, coordinate and prioritize special projects, such as:

o Board meetings and mailings

o On- and off-site potential investor and collaborator meeting logistics

o Offering efforts

o Shareholder mailings

o Maintenance of contact/license prospect lists in Salesforce.com

o Organization and preparation of media files and kits

o Access database

o Publication/article cataloging

• Diligently keep lines of communication open with all staff

• Assist with preparation of presentations

• Make travel arrangements and provide detailed itineraries

• Prepare expense reports for accounting processing

• Accept, organize and appropriately respond to or route telephone calls

• Generate routine correspondence

• Organize and maintain calendars

• Manage President’s personal matters as needed



Prerequisites/Necessary Experience:

Executive experience.  High energy individual with three to five years experience in the full range of administrative support to internal senior executives and external high-level executives required, including, but not limited to, major strengths in organization and detail, excellent verbal and written communication skills including proof reading, ability to effectively and efficiently handle all aspects of personalized travel and events planning, calendaring, convening meetings, and assisting with preparation of presentations.  Skills required: Word, Mathtype, Excel, PowerPoint, Outlook, Adobe Acrobat, multi-media required.