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.