Executive Assistant

About This Role

Provide comprehensive administrative support to a VP and senior leaders within a biopharma company focused on rare disease. Manage complex calendars, travel, and expenses while contributing to internal communications and project-based work.

Responsibilities

• Provide administrative support to a VP and multiple Sr. Leaders
• Coordinate internal and external meetings and events, managing calendar requests and conflicts
• Support internal communications including team announcements and updates
• Prepare for interviews by providing resumes and appropriate materials
• Manage all domestic and international travel arrangements (flight, hotel, car)
• Submit expense reports and receipts in a timely manner
• Assist with obtaining Legal approval and routing contracts for signatures
• Manage purchase order requisitions and invoice reconciliation
• Support new hires with distribution lists, onboarding meetings, and building access
• Provide onboarding support for new vendors and agencies
• Lead project work to support team goals and cross-functional efforts
• Identify opportunities to streamline administrative and project processes for improved efficiency

Requirements

• 4+ years of administrative assistant experience
• Proactive work ethic, attitude, and approach
• Able to multi-task and manage multiple calendars, teams, and requests
• Ability to drive schedules and agendas with a deeper understanding of context
• Solid teamwork and interpersonal skills
• Superior communication skills with ability to work across all levels
• High level of confidentiality, discernment, and judgment
• Desire to grow and take on projects, work under pressure, and meet deadlines
• Experience working with all levels of management, employees, vendors, and customers
• Highly proficient in MS Office applications including Outlook, Word, PowerPoint, SharePoint, and Excel

Qualifications

• 4+ years of administrative assistant experience

Nice to Have

• Experience with biotech and pharma medical affairs leadership
• Experience with or open to learning new ways of working including copilot, ChatGPT, and other AI platforms

Skills

* Required skills

Benefits