Pharma, Executive Assistant

HIRING: EXECUTIVE ASSISTANT

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We are actively hiring for an Executive Assistant to join a top biotechnology company in Tarrytown NY. If you think this opportunity could be a good fit for you, please apply today for immediate consideration!

Job Description

The Executive Assistant provides high-level administrative support to leadership, including Director, VP, and SVP-level executives, by managing complex calendars, coordinating meetings and events, arranging travel, and handling confidential information with discretion. This role serves as a key liaison across multiple departments, ensures smooth day-to-day operations, and supports both internal and external stakeholders in a fast-paced, growing pharmaceutical/biotech environment.

Responsibilities

• Proactively and accurately manage complex executive calendars, including scheduling and coordinating meetings, appointments, conferences, and interviews, using a strong understanding of priorities.

• Plan and organize internal and external department meetings and events, including department meetings, celebrations, and team-building activities, and coordinate catering from internal services and external vendors.

• Provide administrative support for a wide variety of assignments, including those of a confidential nature, ensuring accuracy, discretion, and timely completion.

• Serve as a liaison between the executive office and departments such as Human Resources, Finance, Program Management, Facilities, and IT to support smooth functional operations and effective communication.

• Maintain records and process forms, including creating, submitting, and tracking expense reports for staff and department activities.

• Book domestic and international travel for executives and department staff, and manage related logistics and expense reporting using travel software such as Concur.

• Resolve routine administrative inquiries and respond to questions regarding departmental activities and operations in a professional and timely manner.

• Coordinate the onboarding of new staff, including full-time employees and contractors, ensuring a smooth integration into the department.

• Perform a range of staff and operational support activities, sometimes serving as a liaison with other departments on basic administrative matters.

• Monitor and respond to emails or messages outside of standard business hours as needed to ensure appropriate and timely support for executives.

• Provide backup support and coverage for other administrative coordinators to maintain continuity of operations.

• Escort candidates and visitors as needed, ensuring a professional and welcoming experience.

• Order, stock, and distribute office supplies to ensure the department is adequately equipped.

• Perform other duties related to maintaining department members' schedules and supporting overall departmental efficiency as assigned.

Essential Skills

• Bachelor's degree required.

• 6 to 10 years of experience providing executive administrative support to C-suite executives.

• Demonstrated experience in complex calendar management for leaders.

• Strong proficiency with Microsoft Outlook for calendar and email management.

• Solid understanding of Microsoft Office applications, including Word, PowerPoint, Excel, and Visio.

• Proficiency with Adobe Acrobat Pro for document preparation and management.

• Experience using travel and expense software, with Concur preferred.

• Strong interpersonal communication skills and the ability to work effectively across multiple departments.

• Demonstrated mastery in oral and written communication, including professional correspondence and documentation.

• Strong organizational, planning, and project management skills, with the ability to prioritize multiple tasks and deadlines.

• Proven ability to handle confidential information with discretion and professionalism.

Additional Skills & Qualifications

• Pharmaceutical or biotech industry experience preferred.

• Experience supporting multiple executives simultaneously, including Director, VP, and SVP levels.

• Ability to build effective working relationships and contribute to collaborative, high-performing teams.

• Comfort working in a fast-paced, growing organization with evolving priorities.

• Familiarity with coordinating events, team-building activities, and department-wide meeting

Job Type & Location

This is a Contract position based out of Tarrytown, NY.

Pay and Benefits

The pay range for this position is $40.00 - $48.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Tarrytown,NY.

Application Deadline

This position is anticipated to close on May 11, 2026.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on jobs.institutedata.com (%View email address on jobs.institutedata.com) for other accommodation options.