Executive Assistant

Aston Carter•Village of Tarrytown, NY

5d•$40 - $48•Onsite

About The Position

The Executive Assistant provides high-level administrative support to senior leadership, including Director, VP, and SVP-level executives, by managing complex calendars, coordinating meetings and events, arranging travel, and handling confidential information with discretion. This role serves as a key liaison across multiple departments, ensures smooth day-to-day operations, and supports both internal and external stakeholders in a fast-paced, growing pharmaceutical/biotech environment.

Requirements

Bachelor's degree required.
6 to 10 years of experience providing executive administrative support to C-suite or senior-level executives.
Demonstrated experience in complex calendar management for senior leaders.
Strong proficiency with Microsoft Outlook for calendar and email management.
Solid understanding of Microsoft Office applications, including Word, PowerPoint, Excel, and Visio.
Proficiency with Adobe Acrobat Pro for document preparation and management.
Experience using travel and expense software, with Concur preferred.
Strong interpersonal communication skills and the ability to work effectively across multiple departments.
Demonstrated mastery in oral and written communication, including professional correspondence and documentation.
Strong organizational, planning, and project management skills, with the ability to prioritize multiple tasks and deadlines.
Proven ability to handle confidential information with discretion and professionalism.

Nice To Haves

Pharmaceutical or biotech industry experience preferred.
Experience supporting multiple executives simultaneously, including Director, VP, and SVP levels.
Ability to build effective working relationships and contribute to collaborative, high-performing teams.
Comfort working in a fast-paced, growing organization with evolving priorities.
Familiarity with coordinating events, team-building activities, and department-wide meetings.

Responsibilities

Proactively and accurately manage complex executive calendars, including scheduling and coordinating meetings, appointments, conferences, and interviews, using a strong understanding of priorities.
Plan and organize internal and external department meetings and events, including department meetings, celebrations, and team-building activities, and coordinate catering from internal services and external vendors.
Provide administrative support for a wide variety of assignments, including those of a confidential nature, ensuring accuracy, discretion, and timely completion.
Serve as a liaison between the executive office and departments such as Human Resources, Finance, Program Management, Facilities, and IT to support smooth functional operations and effective communication.
Maintain records and process forms, including creating, submitting, and tracking expense reports for staff and department activities.
Book domestic and international travel for executives and department staff, and manage related logistics and expense reporting using travel software such as Concur.
Resolve routine administrative inquiries and respond to questions regarding departmental activities and operations in a professional and timely manner.
Coordinate the onboarding of new staff, including full-time employees and contractors, ensuring a smooth integration into the department.
Perform a range of staff and operational support activities, sometimes serving as a liaison with other departments on basic administrative matters.
Monitor and respond to emails or messages outside of standard business hours as needed to ensure appropriate and timely support for executives.
Provide backup support and coverage for other administrative coordinators to maintain continuity of operations.
Escort candidates and visitors as needed, ensuring a professional and welcoming experience.
Order, stock, and distribute office supplies to ensure the department is adequately equipped.
Perform other duties related to maintaining department members’ schedules and supporting overall departmental efficiency as assigned.