Job Summary
The Executive Administrative Assistant provides high-level administrative support to executive leadership and broader teams as needed, ensuring efficient day-to-day operations in a fast-paced, collaborative environment. This role requires proactive organizational skills, strong attention to detail, and the ability to manage a wide array of tasks with professionalism and discretion.
Key Responsibilities
- Provide executive-level administrative support including complex calendar management, meeting coordination, and prioritization of time-sensitive requests.
- Coordinate domestic and international travel logistics for executive, prepare detailed itineraries, process expense reports, and manage conference registrations.
- Serve as a key liaison for executive team member and for internal team members as needed, with both internal and and external stakeholders, managing phone communications and directing inquiries appropriately.
- Support onboarding of new hires within function by facilitating introductions, providing team overviews, and ensuring access to relevant resources.
- Prepare, proofread, and format presentations, reports, and correspondence, including professional-quality PowerPoint decks.
- Manage function office supply inventory, order materials as needed, and oversee shipping logistics, including FedEx and courier services.
- Maintain and update electronic and physical filing systems, ensuring data confidentiality and easy retrieval of documents.
- Process and track invoices, purchase orders, and membership renewals using company financial systems.
- Collaborate with other administrative professionals and departments to support cross-functional projects and events.
- Assist in coordinating function-wide meetings, town halls, and virtual events, ensuring all logistics are executed flawlessly.
- Other tasks as needed.
Qualifications
- 5+ years of administrative experience, with at least 2 years supporting executives; experience in pharmaceutical or biotech sectors is a plus. College degree preferred.
- Demonstrated ability to manage multiple priorities with agility, discretion, and sound judgment in a dynamic, fast-paced environment.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with collaboration tools such as Microsoft Teams, Zoom, and shared drives. Ability and willinness to embrace new technologies.
- Exception interpersonal and communication skills with the ability to build relationships across all levels of the organization.
- Highly organized and detail-oriented with a proactive mindset and a passion for operational excellence.
- Experience with travel and expense platforms (e.g., Concur) and basic financial systems is advantageous.
- Able to maintain confidentiality and handle sensitive information with integrity and discretion.
Disclaimer: The above statements are intended to describe the general nature and level of work performed by employees assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities, and qualifications. Management reserves the right to change or modify such duties as required.
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