Role Description:The Executive Assistant to the C-Suite provides high-level administrative and operational support to the Executive Leadership Team. This role requires exceptional organizational skills, discretion, and the ability to manage complex scheduling, communications, and priorities in a fast-paced pharmaceutical or biotechnology environment. The Executive Assistant serves as a key liaison across departments and with external stakeholders, ensuring efficient coordination of activities supporting clinical development, medical affairs, and executive initiatives.
Essential Responsibilities:- Provide high-level administrative and operational support to one or more C-suite executives.
- Proactively manage the executive's schedule, priorities, commitments, and day-to-day workflow.
- Anticipate the executive's needs and proactively identify and resolve scheduling, logistical, and administrative issues.
- Serve as a professional and trusted point of contact for internal and external stakeholders.
- Manage sensitive and confidential information with the highest level of discretion and judgment.
- Monitor priorities and deadlines and ensure important commitments and follow-up items are addressed.
- Other duties as defined.
- Meeting & Project Coordination
- Manage complex, dynamic calendars, balancing internal meetings, external commitments, travel, and strategic priorities.
- Schedule and coordinate executive leadership meetings, Board meetings, investor meetings, and other high-priority engagements.
- Prepare meeting agendas, materials, presentations, and briefing documents as needed.
- Attend select meetings to capture key decisions, action items, and follow-ups.
- Track action items and ensure timely follow-through with appropriate stakeholders.
- Resolve scheduling conflicts and reprioritize commitments as business needs change.
- Travel & Expense Management
- Coordinate complex domestic and international travel arrangements, including flights, hotels, ground transportation, and detailed itineraries.
- Prepare comprehensive travel agendas and proactively manage changes or disruptions.
- Coordinate visas, meeting logistics, and other travel requirements when applicable.
- Prepare and reconcile executive expense reports in accordance with company policies.
- Executive Communications & Correspondence
- Draft, edit, proofread, and coordinate executive correspondence, communications, presentations, and other materials.
- Manage incoming and outgoing communications and appropriately prioritize matters requiring executive attention.
- Coordinate communications with internal leaders, Board members, investors, partners, vendors, and other external stakeholders.
- Exercise appropriate judgment regarding matters that should be handled independently versus escalated to the executive.
- Board & Leadership Support
- Support preparation and logistics for Board of Directors meetings, including scheduling, meeting materials, presentations, and follow-up.
- Coordinate Executive Leadership Team meetings and other senior leadership forums.
- Maintain calendars and key deadlines related to Board and executive activities.
- Support preparation of presentations, briefing materials, and meeting books.
- Maintain appropriate confidentiality regarding Board, executive, financial, personnel, and strategic information.
Essential Physical Characteristics:Reasonable accommodation(s) may be made to enable qualified individuals with disabilities to perform the essential functions of a job, on a case-by-case basis.
Qualifications:
- Bachelor's degree required, Master's degree preferred..
- Minimum 6+ years of executive administrative support experience, supporting senior leadership (VP, SVP, or C-suite).
- Experience in biotechnology, pharmaceutical, healthcare, or life sciences industries strongly preferred.
- Experience supporting complex calendars and coordinating cross-functional teams.
- Familiarity with pharmaceutical or biotechnology company operations.
- Experience coordinating large meetings, advisory boards, or scientific conferences.
Required Key Attributes:- Exceptional organizational and time management skills with strong attention to detail.
- Ability to manage multiple priorities and adapt quickly in a fast-paced environment.
- High level of professionalism and discretion when handling confidential information.
- Strong written and verbal communication skills.
- Advanced proficiency in Microsoft Office (Outlook, PowerPoint, Word, Excel) and virtual meeting platforms.
- Ability to work independently while maintaining strong collaboration with cross-functional teams.
Compensation:- This is a full-time position, Monday-Friday, occasional overtime.
- Pay is commensurate with experience.
- Equity-based compensation
- Performance-based bonuses
- 401(k) with Company Match
- Medical, Dental, Vision
- Flexible Spending Account
- Life Insurance
- Employee Assistance Program
- Employee Discounts
- Gym Membership
- Paid Vacation
- Paid Holidays
- Paid Sick, Jury Duty, Bereavement
Work Authorization:- United States (Required)
- Background Check
