Executive Assistant

Position Overview

We are seeking a highly organized and professional Executive Assistant to provide exceptional administrative and operational support to the Office of the CEO within a dynamic pharmaceutical environment. This pivotal role serves as a trusted liaison between the CEO, Board of Directors, senior leadership, and both internal and external stakeholders, requiring a blend of strategic foresight, meticulous attention to detail, and unwavering discretion. The ideal candidate will thrive in a fast-paced, high-stakes setting while maintaining the highest standards of professionalism, confidentiality, and compliance.

Key Responsibilities

Strategic Calendar & Meeting Management

Take ownership of the CEO’s calendar with a proactive approach, ensuring seamless coordination of internal and external meetings, appointments, and commitments. Resolve scheduling conflicts with efficiency, prioritize critical engagements, and prepare comprehensive agendas for Board of Directors meetings, Executive Committee sessions, and high-profile corporate events. Oversee all logistical arrangements to guarantee flawless execution.

Executive Correspondence & Communication

Act as the gatekeeper for all communications directed to the CEO, including calls, emails, and formal correspondence. Draft, refine, and proofread executive-level documents such as letters, memoranda, reports, and presentations with precision and professionalism. Facilitate clear, timely, and appropriate communication across all levels of the organization and with external partners.

Board & Regulatory Coordination

Compile and prepare Board packs, governance documents, and executive materials, ensuring alignment with regulatory, clinical, and commercial updates. Collaborate closely with departments such as Regulatory Affairs, Quality, Medical, and Legal to curate accurate and timely information for the CEO’s review. Support the organization and presentation of Board-related documentation to facilitate informed decision-making.

Executive Reporting & Presentation Support

Develop high-impact executive reports, presentations, and briefing materials by consolidating data from diverse departments into concise, actionable insights. Handle sensitive and time-critical information with the utmost discretion, ensuring accuracy and confidentiality in all deliverables.

Cross-Functional Collaboration

Serve as the primary conduit for information flow between the CEO’s Office and key internal functions, including Commercial, R&D, Regulatory Affairs, Quality, Manufacturing, Legal, and Finance. Proactively follow up on requests, track progress, and ensure timely responses to maintain operational momentum.

Travel & Logistics Coordination

Manage complex domestic and international travel arrangements, including flights, visas, accommodations, ground transportation, and detailed itineraries. Prepare travel schedules, supporting documentation, and expense reports while ensuring full compliance with company policies and budgetary guidelines.

Confidentiality & Compliance Adherence

Uphold the highest standards of confidentiality by safeguarding sensitive corporate, clinical, regulatory, and commercial records. Ensure all communications, meetings, expenses, and stakeholder interactions comply with the company’s Code of Conduct and applicable regulatory requirements. Demonstrate unwavering professional integrity in handling confidential information.

Project & Task Oversight

Monitor and track key initiatives, action items, and decisions originating from the CEO’s Office. Follow up with relevant departments to ensure timely completion of tasks and provide regular updates on progress to senior leadership.

Stakeholder & Industry Engagement

Support the CEO’s interactions with the Board of Directors, investors, regulatory authorities, industry associations, and other critical stakeholders. Coordinate participation in pharmaceutical industry forums, conferences, and external events, including the preparation of materials and logistical arrangements.

Office Budget & Expense Management

Oversee purchase requests, invoice processing, expense reporting, and budget tracking for the CEO’s Office. Monitor expenditures to ensure compliance with financial policies and maintain accurate documentation for audit purposes.

Qualifications & Experience

• Bachelor’s degree in Business Administration, Management, or a related field (or equivalent experience).
• Minimum of 5-7 years of progressive administrative or executive support experience, preferably within a pharmaceutical, biotechnology, or highly regulated industry.
• Exceptional organizational, time management, and prioritization skills with the ability to manage multiple high-priority tasks simultaneously.
• Strong written and verbal communication skills, with a keen eye for detail and accuracy.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with executive-level CRM or ERP systems.
• Demonstrated ability to maintain confidentiality and handle sensitive information with discretion.
• Highly self-motivated, proactive, and solution-oriented with a commitment to excellence.
• Exceptional interpersonal skills with the ability to build strong relationships across all levels of the organization and with external stakeholders.