Executive Administrator, AIR

Chiesi Group•Cary, NC

3d•Onsite

About The Position

We are seeking a highly experienced Executive Administrator with proven success supporting senior leaders in biotech or pharmaceuticals in a high-growth phase. This role provides high-impact administrative partnership to the VP & Business Unit Head of a fast-growing Respiratory business unit, with secondary support across the commercial leadership team (Sales, Marketing, and Strategy/Operations). The ideal candidate is proactive, agile, decisive, exceptionally organized, and trusted with confidential information. They excel in a dynamic environment, anticipate needs before they arise, and keep leaders operating at peak effectiveness through flawless execution of calendars, travel, communications, meetings, and department rhythms.

Requirements

8+ years of progressive administrative support experience overall.
5+ years of senior administrative / executive assistant experience in biotech, pharma, med device, or closely related regulated industry.
Demonstrated success supporting senior executives (VP/SVP/BU Head) in fast-paced commercial or cross-functional environments.
Advanced proficiency with Microsoft 365 (Outlook, PowerPoint, Word, Excel) and common collaboration tools (Teams/Zoom/SharePoint).
Exceptional written and verbal communication; strong attention to detail and executive-level polish.
High integrity and discretion; trusted with confidential information and sensitive communications.
Proven ability to manage multiple priorities, ambiguity, and frequent changes while maintaining calm and service orientation.

Nice To Haves

Experience supporting commercial leaders (Sales and Marketing) and understanding of field-based sales organizations.
Comfort partnering with cross-functional teams (Commercial Ops, Medical, Market Access, Legal/Compliance).
Experience building meeting cadences, action logs, and light project management for senior leadership teams.
Bachelor’s degree or equivalent experience.

Responsibilities

Own complex calendar management: prioritize, negotiate conflicts, protect focus time, and align scheduling with business priorities.
Coordinate domestic and occasional international travel end-to-end (air/hotel/ground, itineraries, contingencies, and rapid changes).
Prepare and polish executive-ready materials: presentations, agendas, briefing packets, talking points, and internal communications.
Manage expenses, purchase orders, and vendor interactions in accordance with policy; maintain accurate records and timely submission.
Act as gatekeeper and connector: triage requests, route decisions, and ensure follow through on commitments.
Support VP of Sales with scheduling, travel, meeting prep, and coordination across East/West Directors and RBD leadership layers.
Support two Heads of Marketing with calendars, meeting coordination, vendor interactions, and cross-functional project logistics.
Provide light support to the Head of Strategy & Operations (calendar coordination, document support, and selected meeting logistics).
Coordinate recurring cadences (leadership meetings, operating reviews, town halls) including agendas, minutes/action logs, and follow-ups.
Drive administrative process improvements (templates, standard operating rhythms, tracking logs, and meeting hygiene).
Serve as a central liaison between leadership and internal/external stakeholders; ensure high responsiveness and professionalism.
Maintain confidentiality of personnel, financial, strategic, and customer information; use sound judgment with sensitive materials.
Coordinate events (offsites, workshops, leadership visits) including venue/logistics, AV, catering, and attendee communications.