Senior Executive Assistant

Minaris•Philadelphia, PA

About The Position

Position Summary The Senior Executive Assistant to the CEO serves as a highly trusted partner and extension of the Chief Executive Officer, providing executive level administrative, operational, and business support across enterprise priorities. This role is critical in enabling the CEO to focus on organizational strategy, growth, client relationships, and executive leadership in a fast-paced, highly regulated environment. The Senior Executive Assistant to the CEO operates with exceptional discretion, judgment, and autonomy, anticipating needs, managing sensitive matters, and ensuring seamless execution of CEO priorities. This role requires strong executive presence, and the ability to navigate complex organizational dynamics while supporting Board, leadership, and external stakeholder interactions. Essential Functions and Responsibilities Advanced Calendar, Travel & Priority Management Manage the CEO’s highly complex, global calendar, balancing internal leadership commitments, Board activities, client engagements, and external obligations.Coordinate sophisticated domestic and international travel, including multi-leg itineraries, executive accommodations, contingency planning, and real-time problem resolution. ‑sensitive matters. Prioritize and adjust schedules dynamically to address emerging business needs and times sensitive matters. Board of Directors & Governance Support Coordinate Board and committee meeting logistics, materials, agendas, and executive communications with the highest level of confidentiality.Support Board related action items, approvals, and follow-ups to ensure timely execution and governance alignment. ‑related action items, approvals, and follow‑ups to ensure timely execution and governance alignment. Executive Communications & Representation Prepare executive level correspondence, presentations, talking points, and briefing materials with exceptional clarity, professionalism, and discretion.Prepare the CEO for internal and external meetings by consolidating materials. Represent the CEO’s office with authority and professionalism when liaising with executives, clients, partners, and external stakeholders. Cross Functional & Enterprise Coordination Functional ‑Functional & Enterprise Coordination Partner with Executive Leadership Team members and senior functional leaders to support enterprise initiatives, leadership alignment, and CEO sponsored program. ‑sponsored programs.Support executive onboarding and transitions for senior leaders in coordination with HR and leadership teams. CEO Partnership & Strategic Enablement Anticipate needs and proactively address issues that impact time, priorities, and decision making. Awareness of enterprise strategy, organizational priorities, and key initiatives to support alignment and execution. Serve as an extension of the CEO, exercising sound judgment in managing information flow, access, and competing demands. Confidentiality, Compliance & Risk Awareness Manage highly sensitive, confidential, and proprietary information with absolute discretion and integrity.Ensure documents, communications, and records align with GMP, FDA, quality, and corporate compliance standards.Maintain heightened awareness of reputational, operational, and compliance risks impacting the CEO and organization. Leadership, Mentorship & Administrative Excellence Provide mentorship and guidance to Executive Assistants and administrative staff, establishing best practices and standards of excellence.Serve as a point of escalation and continuity of support across the executive administrative team.Drive continuous improvement of executive support processes, tools, and workflows.

Requirements

Exceptional executive level written and verbal communication skills with the ability to engage credibly with Board members, executives, and external partners.
Proven ability to manage ambiguity, complexity, and competing priorities with confidence and sound judgment.
Advanced organizational, time management, and problem-solving skills.
High proficiency in Microsoft Office Suite and executive collaboration tools; ability to produce polished, high impact materials.
Strong business acumen, professionalism, and executive presence.
Global mindset with experience supporting leaders across regions and time zones.
Uncompromising discretion, integrity, and trustworthiness.
5 years executive administrative support experience
Minimum requirement: Associate degree

Responsibilities

Manage the CEO’s highly complex, global calendar, balancing internal leadership commitments, Board activities, client engagements, and external obligations.
Coordinate sophisticated domestic and international travel, including multi-leg itineraries, executive accommodations, contingency planning, and real-time problem resolution.
Prioritize and adjust schedules dynamically to address emerging business needs and times sensitive matters.
Coordinate Board and committee meeting logistics, materials, agendas, and executive communications with the highest level of confidentiality.
Support Board related action items, approvals, and follow-ups to ensure timely execution and governance alignment.
Prepare executive level correspondence, presentations, talking points, and briefing materials with exceptional clarity, professionalism, and discretion.
Prepare the CEO for internal and external meetings by consolidating materials.
Represent the CEO’s office with authority and professionalism when liaising with executives, clients, partners, and external stakeholders.
Partner with Executive Leadership Team members and senior functional leaders to support enterprise initiatives, leadership alignment, and CEO sponsored program.
Support executive onboarding and transitions for senior leaders in coordination with HR and leadership teams.
Anticipate needs and proactively address issues that impact time, priorities, and decision making.
Serve as an extension of the CEO, exercising sound judgment in managing information flow, access, and competing demands.
Manage highly sensitive, confidential, and proprietary information with absolute discretion and integrity.
Ensure documents, communications, and records align with GMP, FDA, quality, and corporate compliance standards.
Maintain heightened awareness of reputational, operational, and compliance risks impacting the CEO and organization.
Provide mentorship and guidance to Executive Assistants and administrative staff, establishing best practices and standards of excellence.
Serve as a point of escalation and continuity of support across the executive administrative team.
Drive continuous improvement of executive support processes, tools, and workflows.
Ensure compliance with all FDA and Worldwide Quality & Compliance regulations in all aspects of your work.
Adhere to established procedures and protocols, prioritize continuous training and skill development, and uphold the highest standards of data integrity to ensure accuracy, compliance, and operational excellence.