Executive Assistant

Executive Assistant

Requirements

• High school diploma; degree preferred.
• Targeting 6 years’ related administrative experience supporting senior executives within the pharmaceutical or biotech industry.
• Knowledge of pharmaceutical terminology strongly preferred.
• Experience working with executive leaders within and outside the company.
• Experience with administrative support and execution of executive-level presentations.
• Ability to independently manage projects or tasks of diverse complexity and execute from beginning to end.
• Strong analytical skills and the ability to comprehend difficult instructions.
• Excellent professional ethics, integrity and the ability to maintain confidential information.
• Must be able to independently manage schedules, coordinate multiple projects, priorities, and resources in a fast-paced environment.
• Strong interpersonal skills, including tact, diplomacy, and judgment.
• Highly skilled and proficient with all MS Suites programs, including Outlook, Word, Excel, and PowerPoint.
• Strong organizational skills with comprehensive follow-through and a high-level of attention to detail.
• Ability to work independently or as a team.
• Excellent written communication skills including effective editing ability.
• Ability to collaborate information and ideas within and outside the department.
• Ability to work accurately, under pressure, and follow complex instructions.
• Able to put forth own ideas and gain understanding from others, and provide recommendations in a clear, concise manner and collaborative manner.
• Ability to travel as needed.

Responsibilities

• Manages administrative support for complex and diverse duties. May back up administrative colleagues during surge activities or absences.
• Independently prepares, gathers, assembles and analyzes information from a variety of sources to prepare reports, manuals, agendas, correspondence and memoranda’s, including Board of Directors presentation materials for significant meetings at the executive level.
• Handles business/company, and personnel details of a highly confidential and sensitive nature.
• Maintains executive’s calendar and schedules. Coordinates meetings and conferences and makes travel arrangements, including both domestic and international travel.
• Initiates high-level contact, of a sensitive nature, inside and outside the company.
• Manages and coordinates logistics for on/off-site meetings and conferences, keeping all parties informed.
• Reconciles and manages expense reports through Concur/corporate credit cards for executive leadership.
• Maintains and assists with calendar of events such as investor conferences, scientific conferences, high-priority meetings and other key company events. Assists with logistics in company events and activities. Collaborates and supports other administrative staff as needed or requested.
• Works with appropriate colleagues/departments to support the creation and management of statements of work, purchase orders, master service agreements and other agreements related to department work.
• Support interdepartmental and/or cross-functional projects and collaborate with other administrative staff to share best practices and coordinate initiatives.
• Performs project administration responsibilities and other assignments as directed.

Preferred Qualifications

• Experience within the pharmaceutical or biotech industry.