Executive Assistant, North America

Recordati•Bridgewater, NJ

2d•$64,000 - $95,000•Onsite

About The Position

The Executive Assistant provides administrative support to two members of the North American Leadership Team, helping them manage priorities, prepare for meetings, and maintain effective coordination across the organization. The role reports to the Vice President, Finance and Administration, North America, and contributes to a shared administrative support model by providing backup coverage for administrative colleagues and the Office Manager. It calls for sound judgment, discretion, attention to detail, and a collaborative approach. Responsibilities include managing complex calendars across domestic and international time zones; coordinating meetings, agendas, materials, logistics, and follow-up; arranging travel and processing expense reports; preparing business correspondence and materials; and handling confidential information. The Executive Assistant also supports departmental meetings and events, coordinates purchase orders and vendor documentation, maintains records and shared resources, assists with onboarding and project coordination, and helps maintain continuity and consistent practices across the administrative team. The position may include occasional travel up to 5% of the time.

Requirements

Five or more years of administrative experience, including direct support for senior leaders.
Experience supporting multiple leaders and managing competing priorities.
Bachelor’s degree preferred, or an equivalent combination of education and relevant experience.
Proficiency in Microsoft Outlook, Word, PowerPoint, Excel, and Teams.
Strong organizational skills, accuracy, and reliable follow-through.
Clear written and verbal communication and effective interpersonal skills.
Sound judgment when handling sensitive information and changing priorities.
Ability to anticipate needs, identify practical solutions, and work independently.
Responsive, collaborative approach and willingness to provide coverage across the administrative team.
Confidence working with senior leaders and colleagues across functions, cultures, and time zones.
Ability to travel domestically and internationally as business needs require.
Valid driver’s license and means of transportation.

Nice To Haves

Experience in pharmaceutical, biotechnology, healthcare, or another regulated environment.
Familiarity with travel, expense, and purchasing systems.
Bachelor’s degree.

Responsibilities

Manage complex calendars, anticipate scheduling needs, and resolve conflicts across domestic and international time zones.
Coordinate internal and external meetings, including agendas, materials, logistics, and follow-up on agreed actions.
Arrange domestic and international travel, prepare itineraries, and process expense reports in accordance with company policies.
Prepare and format correspondence, presentations, and other business materials.
Handle confidential business and employee information with discretion.
Maintain effective working relationships with North American and global colleagues, external partners, and other executive offices.
Support the planning and execution of departmental meetings, offsites, and other business events.
Coordinate purchase orders, invoices, and vendor documentation with Finance and Procurement, following established approval processes.
Maintain organized records, shared resources, and distribution lists, and support onboarding logistics for new team members.
Provide administrative coordination for assigned projects, including tracking deadlines, gathering information, and following up with stakeholders.
Provide backup coverage for administrative colleagues and the Office Manager/Facilities during planned absences and periods of increased demand.
Support office activities as needed, including visitor coordination, meeting room arrangements, supplies, and vendor scheduling.
Participate in cross-training and maintain handover documentation to ensure continuity of support.
Help establish consistent administrative practices, shared resources, and efficient ways of working across the administrative team.
Work with the Head of Finance and Administration to prioritize requests and balance leadership support with shared coverage responsibilities.
Comply with applicable laws, regulations, and policies, including adverse event and pharmacovigilance responsibilities.
Perform additional duties as assigned.

Benefits

Medical coverage
Dental coverage
Vision coverage
401(k) plan with company contributions
Life insurance
Disability insurance
Paid time off
Paid holidays
Paid and unpaid leave programs
Eligibility for the company’s annual performance-based incentive program, subject to applicable plan terms