Executive Administrative Assistant

The Executive Administrative Assistant will play a critical role in supporting the CEO and SVP of Corporate Affairs by managing their day-to-day operations, communications, calendars, travel, and logistics. This role requires a strong partnership with both executives and someone who is proactive, adaptable, resourceful, anticipatory, and capable of working in a fast-paced, evolving environment. This role will also require close coordination with other executive admins particularly those supporting externally facing executives. The ideal candidate will bring excellent organizational and communication skills, sound judgment, an understanding of the pharmaceutical industry, and the ability to handle confidential and sensitive information with professionalism. Key Responsibilities Executive Partnership & Support Provide dedicated support to the CEO and SVP, Corporate Affairs, serving as a trusted partner in managing priorities, schedules, communications, and day-to-day logistics. Proactively manage complex and frequently changing calendars, resolve scheduling conflicts, and ensure alignment with business priorities. Organize and prioritize the executives’ daily activities to help them focus on the highest-value work. Anticipate executive needs, exercise sound judgment, and ensure leaders are well prepared for meetings, events, and external engagements. Prepare and edit correspondence, presentations, reports, and materials for executive-level meetings. Manage competing requests and priorities with professionalism, discretion, and appropriate follow-through. Meeting, Travel & Event Coordination Coordinate Board and committee meetings, investor meetings, West Coast Executive Team gatherings, and other key company meetings, including logistics, materials, and follow-up. Coordinate Board and committee meetings with other Boards that executive serves on including expense reimbursement with that company. Coordinate Board dinners, leadership gatherings, and other executive events. In collaboration with People & Culture and Corporate Affairs, coordinate All Hands meetings and company events. Manage end-to-end travel arrangements, including detailed itineraries, accommodations, transportation, changes, and expense reporting. Provide on-the-ground support for conferences , partner meetings, and company events, as needed. Communication & Liaison Act as a primary point of contact for the executives with internal and external stakeholders, including Board members, investors, partners, and company leaders. Triage meeting requests and routine communications, escalating matters appropriately and ensuring timely follow-up. Serve as a liaison to department heads and team members, facilitating clear communication and collaboration. Draft routine correspondence and communications for executive review or distribution as appropriate. Confidentiality & Documentation Manage sensitive information and documentation with the highest level of discretion and integrity. Coordinate the execution of confidentiality agreements and other documentation required for meetings with third parties. Maintain organized records, meeting materials, and other executive documentation. Project & Administrative Support Assist with special projects and operational tasks across the organization. Track key actions and follow-up items arising from executive and leadership meetings. Identify opportunities to improve administrative processes, coordination, and executive efficiency. Location & Work Schedule This position is based on the West Coast and is expected to operate primarily within East Coast Time (7am PT to 3pm PT) Given the executives supported are frequently engaged across time zones, flexibility to support East Coast meetings and business activities as needed is required. In the event a West Coast office is established, being in the office 3 days per week would be expected Ability to travel to NY city periodically particularly to support in person board meetings (2 times per year) or large in company meetings and participation in face to face weeks (2 times per year) Ability to adjust working hours periodically to support executive, Board, investor, and company priorities. Qualifications Bachelor’s degree preferred. Minimum of 5 years of experience supporting a CEO and/or other C-suite executives, preferably in a startup or fast-growth environment and ideally within the pharmaceutical, biotech, or healthcare sectors. Proven experience managing complex executive calendars, travel, meetings, expenses, and sensitive correspondence. Experience coordinating Board meetings, investor interactions, or senior external stakeholder engagements preferred. Exceptional organizational and time-management skills with strong attention to detail. Strong written and verbal communication skills. Ability to manage multiple tasks and shifting priorities in a fast-paced environment. High level of professionalism, discretion, integrity, and sound judgment. Familiarity with pharmaceutical industry terminology, regulations, and operations is a plus. Proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams. Familiarity with project management tools such as Asana or Monday.com is a plus. Personal Attributes Proactive and able to anticipate the needs of the executives. Highly adaptable and comfortable working in an evolving, entrepreneurial environment. Strong interpersonal skills, with the ability to work effectively across all levels of the organization. Resourceful, solutions-oriented, and able to handle unexpected challenges with professionalism. Collaborative and committed to building a strong, trusted partnership with the executives supported. What Success Looks Like Enables seamless day-to-day operations for the CEO and SVP, Corporate Affairs by proactively managing calendars, priorities, communications, travel, and logistics. Builds a strong, trusted partnership with both executives and anticipates needs and addresses potential problems before they arise. Builds a strong , trusted partnership with other executive admins and can provide back-up support for the company Able to juggle multiple items in a fast moving environment Resolves scheduling, travel, and operational challenges quickly and with sound judgment. Serves as a reliable and professional point of contact for internal and external stakeholders. Delivers consistently high-quality work with accuracy, attention to detail, and strict confidentiality. Provides responsive support across time zones while balancing Pacific Time responsibilities with East Coast meetings and business needs. #J-18808-Ljbffr