Senior Executive Assistant / Executive Operations (East Coast)

Company Description Medicine moves forward here. So will you.

Clinical trials, safety studies, and audits make safe and innovative pharmaceutical-led care possible. As part of Ergomed Group, you help patients benefit so they experience more of life’s meaningful moments. Biopharmaceutical companies are our clients. Patients are our purpose.

Ergomed Group brings together Ergomed CRO, PrimeVigilance, Prudentia, and ADAMAS Consulting to help biopharmaceutical companies develop, deliver and safeguard therapies in oncology, rare disease and other complex areas of medicine. Across the Group, our teams turn the signals that clinical trials, safety systems and quality data generate into insight that helps bring safer treatments to patients around the world.

The science and analysis that guides our work is demanding. And this is where we excel. What defines us, though, is how we work together. Across countries, cultures and time zones, we bring kindness, curiosity and a shared sense of purpose to work that genuinely matters. Ideas are welcome here. Growth is expected. And every person has room to make a real difference to patients’ lives.

Whether you are early in your career or bringing decades of experience, we want you to feel valued for what you do and for who you are. If that sounds like the place you have been looking for, we would love to hear from you.

Job Description Role Purpose The Senior Executive Assistant provides proactive, high-impact support at C-suite level, working closely with the CEO and the Executive Leadership Team (ELT), acting as a trusted partner who enables executives to operate effectively, strategically, and efficiently.

This role goes beyond traditional administrative support. It acts as a connector, coordinator, and driver of operational discipline, ensuring that leadership priorities translate into clear actions and outcomes. It is well suited to someone who thrives alongside an analytical, driven and decision-focused leader.

The Senior Executive Assistant acts as a gatekeeper, problem‑solver and liaison, supporting the CEO and ELT in managing priorities, communications, and business flows across the organisation.

A core element of the role is Executive Operations Management: owning the operating rhythm of the CEO’s office and the ELT – the calendar, ELT agenda and plan, Board cycle, decision and action tracking, and the executive-ready materials that keep leadership priorities moving to plan.

Key Responsibilities Executive & Strategic Support

• Provide comprehensive, proactive support to the CEO and Executive Leadership Team, prioritising competing demands and ensuring focus on critical business matters.
• Act as a trusted point of contact between executives and internal/external stakeholders, exercising discretion and sound judgment at all times.
• Anticipate executive needs, identify potential issues in advance, and proactively propose solutions.
• Work closely with an analytical, data-driven leader, structuring information and anticipating questions so that decisions can be made quickly and with confidence.

Calendar, Workflow & Priority Management

• Own and manage the CEO’s complex calendar (and ELT calendars as required) across time zones, resolving conflicts, optimising executive time and aligning it with the CEO’s strategic priorities.
• Prepare executives for meetings by coordinating agendas and concise, decision-ready briefing materials, and ensuring follow-ups happen.
• Maintain a rolling forward view of commitments and priorities, flagging pressure points and gaps in advance.
• Act as a gatekeeper, prioritising access and protecting focus time

Executive Operations Management

• Own and maintain the ELT plan: the annual and rolling calendar of ELT meetings, standing items, business and strategy reviews, and offsites, agreed with the CEO and published well in advance.
• Run the ELT agenda: collect topics and papers from ELT members, agree the agenda with the CEO, set the purpose of each item (decision, discussion or information) and issue pre-reads on time.
• Track actions, decisions and deliverables arising from leadership meetings, following up with owners to ensure completion and reporting progress and overdue items to the CEO.
• Act as the CEO’s operational partner: coordinate cross-functional inputs and deadlines, anticipate bottlenecks, and escalate risks early.
• Maintain the CEO office’s proc…