Project Manager: IT Leadership Operations & Executive Coordination Lead

Executive Support Coordinator

Principal Duties and Responsibilities:

Calendar Management & Executive Support:

• Serve as Pod Lead for ITLT US executives (SVP Infra & Architecture, SVP Data & AI Solutions, Global Chief Information Security Officer, SVP, ITS Application Solutions), providing primary calendar ownership and coordination
• Manage complex, high-volume calendars for multiple senior IT executives, proactively resolving scheduling conflicts and optimizing time allocation Coordinate executive prioritization and calendar leadership in partnership with Chief of Staff Leads to ensure alignment with strategic goals
• Provide backup support to other Pod Leads as needed to ensure continuity of executive operations

Meeting Operations & Logistics:

• Organize leadership meetings (ELT, Operational Reviews, Town Halls) and ensure readiness of all logistics including room reservations, technology setup, and catering
• Coordinate scheduling support, travel arrangements, and meeting logistics across ITLT
• Partner with Executive Operations Content & Leadership Forums to ensure meeting materials, pre-reads, and agendas are prepared and distributed on time
• Track and follow up on action items and meeting outcomes to ensure accountability

Strategic Coordination & Cross-Functional Collaboration:

• Act as primary owner of calendar execution and meeting organization across the ITLT US pod
• Collaborate with the Chief of Staff to CIO to support the overall operating model, governance, and prioritization framework
• Partner with all ITS Chief of Staff Leads to translate strategic priorities into actionable calendar and meeting schedules
• Support cross-pod coordination with European leadership (Bad Homburg) and satellite support teams as needed
• Contribute to continuous improvement of executive operations processes and best practices

Qualifications:

• Bachelor's degree in Business Administration, Communications, or a related field preferred
• 3-5 years of experience in executive support, calendar management, or administrative operations at a senior level
• Demonstrated experience supporting multiple C-suite or senior executives simultaneously Exceptional executive communication and interpersonal skills with the ability to interact confidently with senior leadership
• Superior organizational and time management skills with proven ability to manage competing priorities
• Outstanding written and verbal communication skills
• High degree of discretion, confidentiality, and professional judgment
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)
• Strong problem-solving skills with ability to anticipate needs and proactively address issues
• Ability to work independently while effectively collaborating with cross-functional teams
• Detail-oriented with ability to multitask in a fast-paced, dynamic environment

Desired skills:

Experience in IT, technology, or pharmaceutical/biotech industry preferred

• Knowledge of executive operations frameworks and best practices Experience with project management tools (e.g., Microsoft Project, Trello, Asana) for tracking and organizing tasks
• Familiarity with HR systems (such as Workday) and organizational tools
• Experience supporting global teams across multiple time zones
• Initiative and proactive approach to identifying opportunities for process improvement
• Strong interpersonal skills to build and maintain positive relationships with executives, team members, and external stakeholders
• Ability to write clear and concise communications, meeting summaries, and reports

This role offers a unique opportunity to be at the center of IT Leadership operations, directly supporting senior executives and contributing to the strategic effectiveness of the IT organization. The ideal candidate will be a self-starter with exceptional organizational skills, a service-oriented mindset, and the ability to thrive in a dynamic, executive-level environment.

This role is Hybrid (3 days in the office).

Hourly Rate: $30 - $51

Benefit Overview: This position offers a comprehensive benefits package including medical, dental, and vision insurance, a 401(k) with company match, paid time off, parental leave.