Executive Assistant

NOTE: The ideal location for this person would be Chicago, IL, but the role can be 100% remote. At some time in the future, the goal would be for this person to convert employee, and at that time potentially work from a Chicago area office, which is why that location is preferred.

Job Title: Executive Assistant Advanced Synthesis

Location: Morristown, NJ 07960/ Chicago, IL 60611

Duration: 12 Months

Position Summary

• The Executive Assistant, US Advanced Synthesis reports into the Global Head of Advanced Synthesis’s PMO and acts as a highly proactive, organized, and technology-savvy Executive Assistant to support senior leaders within the Advanced Synthesis business in the United States.
• This role provides executive support to multiple leaders across fast-paced, highly matrixed, global Advanced Synthesis business platform.
• n addition to traditional executive support responsibilities, this individual will play an important coordination role across U.S.-based leadership activities, events, and organizational initiatives.
• The role requires someone who is highly adaptable, operationally minded, comfortable working across time zones and functions, and energized by creating structure, efficiency, and seamless coordination in dynamic environments.
• The ideal candidate is resourceful, detail-oriented, and forward-thinking, with strong judgment, excellent communication skills, and a passion for leveraging technology and process improvements to enhance productivity and effectiveness.

Primary responsibilities

• Calendar Management;
• Expense Management (documenting, recording, uploading)
• Event and travel planning
• Scheduling conferences, Sales Meetings,
• Partner with EMEA-based EAs to support EMEA managers traveling in the US

Executive Support

• Provide executive administrative support to multiple U.S.-based senior leaders within the Advanced Synthesis organization
• Manage complex calendars across multiple time zones, functions, and stakeholder groups
• Coordinate domestic and international travel arrangements, itineraries, logistics, and expense management
• Support meeting preparation, agenda coordination, action tracking, and follow-up activities
• Help prioritize competing requests and ensure smooth day-to-day executive operations
• Maintain a high degree of professionalism, discretion, confidentiality, and responsiveness

Coordination & Operational

• U.S.-based leadership meetings, workshops, town halls, customer visits, and organizational events
• Support planning and logistics for leadership team meetings, conferences, site visits, and commercial events
• Partner closely with site teams, internal communications, commercial teams, and leadership stakeholders to coordinate activities and ensure alignment
• Assist with tracking organizational communications, meeting cadences, event planning activities, and leadership engagement initiatives
• Coordinate travel logistics and scheduling support related to leadership meetings and broader organizational activities
• Serve as a key coordination point for U.S.-based activities supporting the broader Advanced Synthesis leadership team
• Leverage technology, digital tools, and automation opportunities to improve efficiency, organization, and communication workflows
• Support continuous improvement of administrative processes, coordination practices, and operational organization
• Utilize collaboration and productivity tools effectively across a globally distributed organization
• Help establish streamlined ways of working and improve visibility across leadership activities and priorities

Education

• Bachelor’s Degree in Business Administration or related field
• Preferred: Master’s Degree in Business Administration or related field
• Advanced - 5-10 years’ experience in Life Science Industry
• PMO certification

Preferred skills

• Wrike - Project Management/Campaign and Marketing Management tool (or similar tool)
• Utilizing AI for Governance Management
• Technical Curiosity to learn new tools