Executive Assistant Jobs

About The Position

Requirements

• High school diploma or associate degree and 4+ years of administrative experience supporting C-level executives in biotech/life sciences, pharmaceuticals, or a related industry; equivalent experience, training, and/or certification may also qualify.
• Experience with calendar management, project meeting and event planning and execution, executive-level presentation preparation, travel, and expense report administration.
• Alternatively, a professional certification or equivalent experience working with senior-level executives, customers, vendors, visitors, and other dignitaries, with specialized skills developed through job-related training and on-the-job experience.
• Relevant skills and substantial understanding of processes, procedures, and systems.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks while maintaining a professional and composed demeanor.
• Highly proficient computer skills, including Microsoft Office, and expert-level PowerPoint skills.
• Adaptability to changing needs and situations.
• Ability to use judgment within defined practices and policies to select methods and techniques for obtaining solutions.
• Ability to learn technical, scientific, and medical information as needed.
• Ability to make sound decisions, work independently, and proactively solve problems.
• Ability to perform under pressure in a fast-paced environment where accuracy is essential.
• Ability to work with all organizational levels in support of interdepartmental teams.
• Professional demeanor and discretion when handling highly confidential internal and external communications and materials.
• Extreme attention to detail and accuracy, and ability to work independently on a broad range of projects.
• Excellent interpersonal and organizational abilities.
• Ability to anticipate, identify, and resolve problems in a timely manner.
• Ability to research, analyze, summarize, and report information effectively.
• In-depth knowledge of company operations.

Responsibilities

• Provide complex, diverse, and confidential administrative support to assigned executives and, as needed, other executives or the department.
• Make administrative decisions, handle correspondence, schedule appointments, and serve as a liaison with internal teams and external visitors.
• Screen executives’ visitors, phone calls, emails, and physical mail.
• Maintain calendars; schedule meetings; send Outlook invitations; reserve conference rooms; and coordinate meeting logistics, including audio/visual needs, agendas, presentations, and catering.
• Arrange meetings with advisory boards and Key Opinion Leaders.
• Take, transcribe, and distribute notes or meeting minutes.
• Handle highly confidential and sensitive business, company, and personnel information.
• Collect and prepare information for discussions and meetings with staff, external individuals, and department teams.
• Coordinate, create, edit, and assemble presentation slides, and help collect and present executive-level information.
• Arrange company, department, and group meetings, ensuring relevant information is available, and help track department projects, activities, and results.
• Coordinate domestic and/or international travel arrangements.
• Compile expense receipts and complete and submit expense reimbursement reports and credit card charge processing or validation to the accounting department.
• Order and coordinate lunches for team meetings.
• Anticipate executives’ needs and proactively plan and carry out daily tasks.
• Support field-based teams when needed, including through email and phone communications.
• Perform other related duties as assigned or requested by company executives.

Benefits

• Annual bonus with a target of 20% of earned base salary.
• Eligibility to participate in an equity-based long-term incentive program.
• Retirement savings plan with company match.
• Paid vacation, holidays, and personal days.
• Paid caregiver, parental, and medical leave.
• Medical, prescription drug, dental, and vision coverage, subject to applicable plan terms and conditions.