Executive Assistant

Executive Assistant

The Remote Executive Assistant provides high-level administrative and operational support to senior executives in a fast-paced biotechnology environment. This role requires exceptional organizational skills, sound judgment, discretion with confidential information, and the ability to manage multiple priorities while supporting cross-functional collaboration across scientific, clinical, and corporate teams. The Executive Assistant serves as a trusted partner to leadership, ensuring efficient coordination of schedules, communications, meetings, and key initiatives that advance the organization's mission.

Responsibilities:

• Manage complex executive calendars, including scheduling internal and external meetings across multiple time zones
• Coordinate domestic and international travel arrangements, itineraries, visas, and expense reporting
• Prepare meeting agendas, presentations, and briefing materials
• Draft and edit correspondence, reports, and communications on behalf of executives
• Screen and prioritize incoming communications and requests

Meeting & Event Coordination:

• Plan and coordinate leadership meetings, team meetings, and off-site events
• Prepare meeting materials, record notes or action items, and track follow-ups
• Coordinate logistics for internal meetings, scientific reviews, and leadership workshops

Operational & Administrative Support:

• Manage expense reports, purchase orders, and vendor coordination in compliance with company policies
• Support departmental budget tracking and administrative processes
• Maintain organized records, files, and documentation
• Assist with onboarding logistics for new team members

Cross-Functional Coordination:

• Serve as a liaison between executives and internal teams (R&D, Medical Affairs, Regulatory, Finance, HR) and external partners
• Support communication flow across global teams and stakeholders, utilizing tools to aggregate and disseminate information
• Assist with project coordination and tracking of key initiatives

Confidentiality & Professionalism:

• Handle highly confidential and sensitive information with discretion
• Represent the executive and organization with professionalism when interacting with employees, partners, and external stakeholders

Requirements:

• Bachelor's degree (preferred) or equivalent relevant experience
• 5+ years of experience supporting senior executives in biotechnology, pharmaceutical, life sciences, or other highly regulated industries
• Exceptional organizational and time-management skills
• Ability to work East Coast hours and attend virtual meetings with teams in Italy