Executive Assistant

Responsibilities

• Manage and prioritize complex calendar, ensuring alignment with strategic priorities and efficient use of time.
• Coordinate internal and external meetings across multiple time zones, including leadership meetings, Board interactions, investor meetings, scientific advisory boards, and external partner engagements.
• Prepare agendas, briefing materials, presentations, meeting summaries, and action-item tracking.
• Anticipate scheduling conflicts and proactively recommend solutions.
• Manage high-volume communications and correspondence.
• Support execution of key initiatives through effective coordination and follow-through.
• Track departmental priorities, deliverables, milestones, and deadlines.
• Assist with preparation of executive-level presentations and reports for senior leadership and Board meetings.
• Arrange complex domestic and international travel, including flights, accommodations, ground transportation, and detailed itineraries.
• Coordinate logistics for scientific congresses, investigator meetings, advisory boards, and executive meetings.
• Manage expense reports and reimbursement submissions in compliance with company policies.
• Ensure seamless execution of meeting logistics, including venue coordination, catering, audiovisual requirements, and attendee communications.
• Maintain confidential information and exercise the highest level of discretion.
• Develop and improve administrative processes, systems, and workflows to increase efficiency.
• Assist with onboarding and organizational support for team members.
• Provide support for special projects and other executive administrative needs as assigned.

 

Qualifications

• Bachelor’s degree or equivalent experience.
• 7+ years of Executive Assistant experience supporting senior executives, preferably within biotechnology, pharmaceutical, healthcare, or life sciences organizations.
• Experience supporting C-suite executives.
• Demonstrated ability to manage highly complex calendars and competing priorities.
• Exceptional organizational, project management, and multitasking skills.
• Strong written and verbal communication abilities.
• Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools such as Teams, Zoom, and Slack.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong attention to detail and commitment to operational excellence.
• Prior experience in a publicly traded biotechnology or pharmaceutical company.
• Experience coordinating Board meetings, scientific congresses, advisory boards, and executive leadership events.
• Familiarity with budget tracking, expense management, and procurement processes.