Executive Assistant

Job Summary:

We are seeking an experienced Senior Administrative Assistant to provide high-level administrative and operational support to executive leadership within a fast-paced corporate environment. This role requires exceptional organizational, communication, and project coordination skills while managing executive calendars, meetings, travel, onboarding activities, and business operations. The ideal candidate is highly detail-oriented, exercises sound judgment, and thrives in a dynamic, collaborative workplace.

Key Responsibilities:

• Provide comprehensive administrative support to executive leadership and multiple senior stakeholders.

• Manage complex calendars, coordinate meetings, and proactively resolve scheduling conflicts.

• Organize and coordinate large-scale meetings, leadership events, and offsite meetings.

• Prepare meeting agendas, capture meeting notes, and distribute follow-up action items.

• Coordinate domestic travel arrangements, including hotel reservations and travel logistics.

• Process expense reports and assist with budget tracking using expense management systems.

• Create, edit, and format presentations, reports, spreadsheets, and business documents using Microsoft Office applications.

• Support onboarding and offboarding activities for employees and contractors.

• Maintain departmental documentation, files, and records in accordance with company policies.

• Coordinate office setup activities and administrative logistics for new team members.

• Manage monthly business updates, executive communications, and recurring reporting activities.

• Handle confidential and business-sensitive information with professionalism and discretion.

• Ensure compliance with corporate policies, purchasing procedures, security requirements, and administrative processes.

• Build strong working relationships across cross-functional teams while supporting multiple priorities and deadlines.

Required Qualifications:

• High school diploma required; some college coursework preferred.

• Minimum of 7 years of executive administrative support experience.

• Experience supporting senior executives and multiple leadership team members.

• Advanced proficiency with Microsoft Office Suite , including Excel , PowerPoint , Outlook , and Teams .

• Experience using SharePoint , Concur , and business collaboration tools.

• Strong meeting coordination, calendar management, travel coordination, and expense reporting experience.

• Excellent written and verbal communication skills.

• Strong organizational, multitasking, and project coordination abilities.

• Ability to exercise sound judgment while handling confidential information.

• Demonstrated ability to prioritize multiple assignments and meet deadlines in a fast-paced environment.

Preferred Qualifications:

• Experience supporting leadership within the pharmaceutical, biotechnology, healthcare, or life sciences industry.

• Experience using Visio , OrgPlus , or similar organizational planning tools.

• Previous experience assisting with onboarding, training, or mentoring administrative staff.

• Familiarity with business operations, purchasing processes, and corporate compliance procedures.

Benefits:

The Company offers the following benefits for this position, subject to applicable eligibility requirements: medical insurance, dental insurance, vision insurance, 401(k) retirement plan, life insurance, long-term disability insurance, short-term disability insurance, paid parking/public transportation, paid time off, paid sick and safe time, hours of paid vacation time, weeks of paid parental leave, and paid holidays annually – as applicable.

Pay Range: $25/hr to $30/hr