Executive Business Partner

Executive Business Partner

Position Description

The Executive Business Partner (EBP) provides high-level administrative support and strategic project ownership to the Chief Scientific Officer (CSO) of a growing mid-sized pharmaceutical company. This position requires a highly organized, detail-oriented, and proactive individual who can handle complex scheduling, manage multiple priorities, and communicate effectively across various levels of the organization while also owning discrete strategic and operational initiatives on the CSO's behalf, acting as a trusted proxy in cross-functional settings, and providing leadership to the administrative function supporting Research department leaders. The ideal candidate will have exceptional problem-solving abilities, strong written and verbal communication skills, sound independent judgment, and experience managing both the daily operations and selecting strategic priorities of a senior executive's office. This position plays a crucial role in ensuring the smooth and efficient functioning of the CSO's office, driving forward initiatives that extend the CSO's reach and impact across the organization, and building a cohesive, high-functioning administrative team across Research.
The Opportunity

Calendaring and time management : Own and prioritize the CSO's calendar, scheduling meetings, travel, and appointments. Proactively resolve scheduling conflicts without letting deadlines slip and keep appointments on track.
Communication and information triage : Serve as the primary point of contact between the CSO and both internal and external stakeholders. Draft and edit correspondence and presentations. Use AI-assisted summarization and triage to reduce a high-volume inbox and document flow into a prioritized, decision-ready view.
Strategic and project support:
Lead or co-lead discrete cross-functional projects assigned by the CSO - such as offsite strategy, advisory board content, or org initiatives - from scoping through execution.
Act as a proxy for the CSO in selecting internal meetings: representing priorities, capturing decisions, and driving follow-through without requiring the CSO's direct involvement.
Partner with functional leaders across HR, Finance, IT, and Facilities to problem-solve operational issues before they reach the CSO.
Team leadership and administrative function oversight:
Manage and mentor one direct report - Administrative role dedicated to supporting Research department leaders - including workload distribution, performance management, and professional development.
Establish shared standards, tools, and processes across the Research administrative team to ensure consistency, coverage, and quality regardless of which leader is being supported.
Serve as the escalation point for scheduling conflicts, resourcing gaps, or coverage needs across the team, and coordinate backup support during absences.
Build a cohesive administrative function across Research that operates as a unified team rather than siloed 1:1 support - sharing best practices, cross-training on key processes, and presenting consistent experience to Research leadership.
Travel and logistics : Coordinate complex domestic and international travel arrangements, including flights, accommodations, ground transportation, and itineraries, ensuring optimal time management.
Meeting support : Plan and organize meetings, including preparing agendas, gathering materials, and taking detailed minutes. Follow up on action items and ensure timely completion.
Document management : Maintain and organize files and documents, ensuring quick retrieval and confidentiality. Handle sensitive information with discretion.
Office operations and ad hoc support : Assist in organizing R&D events, advisory boards, offsites, conferences, or seminars, including logistics, materials preparation, and on-site support. Coordinate with executive assistants across the leadership team and take on discrete projects on the CSO's behalf.
What You'll Bring

Minimum of associate's degree required. Bachelor's Degree preferred.
At least 8+ years of experience in an executive administrative or business partner role, including at least 3 years supporting a C-level or functional-head role in the pharmaceutical, healthcare, or scientific industry.
Prior experience managing or mentoring administrative staff, with the ability to set standards and coach for consistency across a team.
Demonstrated ability to exercise independent judgment on behalf of an executive, including representing their priorities and making decisions in their absence.
Strong organizational and multitasking skills and attention to detail, with a keen ability to prioritize tasks and meet deadlines.
Proven experience managing complex calendars and schedules for senior executives, as well as leading discrete projects with cross-functional stakeholders.
Exceptional written and verbal communication skills, with the ability to liaise professionally w

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