Executive Assistant

The ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations.

Responsibilities

• Calendar management for executives
• Aid executive in preparing for meetings
• Responding to emails and document requests on behalf of executives
• Draft slides, meeting notes and documents for executives

Qualifications

• Bachelor's degree or equivalent experience
• Proficient in Microsoft Office suite
• Experience in managing multiple priorities, administrative coordination, and logistics
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills
• Strong written and verbal communication skills

Position Overview

We are seeking a highly polished, proactive, and strategic Executive Assistant to support senior executives within a fast-paced pharmaceutical organization. This role goes well beyond calendar management—serving as a trusted business partner who anticipates needs, manages competing priorities, and ensures executives can focus on driving innovation and business objectives.

The ideal candidate is exceptionally organized, exercises sound judgment, maintains the highest level of confidentiality, and thrives in a dynamic, highly regulated environment.

Key Responsibilities

• Provide comprehensive support to one or more C-level executives or Senior Vice Presidents.
• Manage complex calendars across multiple time zones, balancing rapidly changing priorities and business needs.
• Coordinate domestic and international travel, including detailed itineraries, visas, and expense reporting.
• Prepare executives for meetings by developing agendas, compiling briefing materials, and coordinating presentations.
• Serve as the primary point of contact for internal and external stakeholders, demonstrating professionalism and discretion.
• Organize leadership meetings, board meetings, investor meetings, and cross-functional team sessions.
• Track action items, follow up on deliverables, and help drive projects to completion.
• Partner closely with Legal, Regulatory, Clinical, Commercial, Finance, and HR teams to coordinate executive initiatives.
• Support planning and execution of leadership off-sites, town halls, and company events.
• Handle confidential information related to clinical programs, financial performance, personnel matters, and strategic initiatives.
• Identify opportunities to improve administrative processes and implement more efficient workflows.

Qualifications

• Bachelor's degree preferred.
• 8+ years of executive support experience, including support of C-suite or senior leadership.
• Pharmaceutical, biotechnology, life sciences, or healthcare industry experience strongly preferred.
• Proven ability to manage multiple high-priority projects in a fast-paced environment.
• Exceptional communication, organizational, and problem-solving skills.
• Advanced proficiency in Microsoft Office Suite, Outlook, Teams, and virtual meeting platforms.
• Experience coordinating international travel and managing complex executive calendars.
• Ability to exercise sound judgment, maintain confidentiality, and anticipate executive needs with minimal direction.

What Makes You Successful

• You think several steps ahead and solve problems before they arise.
• You remain calm and composed under pressure.
• You build trusted relationships across all levels of the organization.
• You thrive in an environment where priorities shift quickly.
• You have impeccable attention to detail and a commitment to excellence.
• You are resourceful, adaptable, and take ownership of your work.

This is an excellent opportunity for an experienced Executive Assistant who enjoys partnering with senior leaders, influencing operations behind the scenes, and contributing to the success of an innovative organization dedicated to improving patient outcomes.