Administrative Assistant; Remote EST

Summary / Job Purpose

Provides high-level administrative and coordination support to senior leaders in Business Development. A key focus of this role is managing complex, sensitive calendars and facilitating seamless scheduling across internal and external stakeholders–including confidential discussions and senior-level meetings.

• Proactively manages complex, high-priority Outlook calendars for multiple senior leaders; schedules and coordinates internal and external meetings–including with outside partners and executives–with a strong emphasis on discretion, accuracy, and seamless execution for sensitive or confidential discussions
• Coordinates travel for assigned team members with company travel agency, manage air and hotel reservations, create itineraries
• Provides support for reimbursement requests and expense reports
• Manages office communications–fields and routes organizational phone calls, emails, and traditional mail
• Provides as-needed back‑up support for other administrators
• Potential to collaborate across departments to help plan events and further company initiatives

Bachelor’s degree (B.A./B.S.) from four-year college or university preferred and a minimum of three years of related experience; or equivalent combination of education and experience

• Prior experience supporting Business Development, corporate strategy, investment banking, legal, consulting, or other teams where calendar coordination involves confidential or time-sensitive external discussions; pharmaceutical/biotech industry experience a plus but not required
• Demonstrated expertise in complex calendar management across multiple time zones and stakeholder groups; experience coordinating meetings that require significant pre-scheduling coordination, confidentiality, and back‑and‑forth with external parties (e.g., partner companies, investors, or counterparts in deal‑sensitive contexts); additional administrative experience in travel, expense reporting, logistics, and communications

• Advanced computer skills including advanced knowledge of Microsoft Outlook, Microsoft Word, Microsoft Excel, PowerPoint, and adept at Internet research
• Ability to demonstrate independent judgment, initiative, and common sense in problem‑solving and making recommendations
• Strong interpersonal, oral and written communication skills
• Ability to work in a fast paced and team‑based environment and manage multiple priorities
• Ability to build and maintain strong relationships
• Demonstrates tact, diplomacy, respect, and confidentiality, is approachable and interacts professionally; builds business relationships based on mutual respect
• Works efficiently, responds promptly
• Responds well to changing demands and frustrating situations by maintaining flexibility and professionalism