Administrative Assistant; onsite in Indianapolis, Boston, or San Francisco

Overview

Job Description

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

The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.