Executive Assistant to the President of Sales

Job Title: Executive Assistant to the President of Sales

Reports To: President of Sales

Location: Orange, CA (Hybrid)

Industry: Pharmaceutical / Life Sciences

Position Summary

The Executive Assistant to the President of Sales provides high-level administrative, organizational, and operational support to a senior commercial executive in a regulated pharmaceutical environment. This role requires exceptional judgment, discretion, and the ability to manage competing priorities while supporting sales leadership, cross-functional coordination, and confidential business matters. The position operates in a hybrid work environment in California and requires periodic on-site presence based on business needs.

Key Responsibilities

Executive & Administrative Support

• Provide proactive, high-level administrative support to the President of Sales, including calendar management, meeting coordination, travel arrangements, and expense reporting
• Anticipate executive needs and prioritize requests to support strategic objectives
• Manage communications on behalf of the President of Sales, including internal correspondence and coordination with external stakeholders

Sales & Commercial Operations Support

• Support sales leadership meetings, including preparation of agendas, presentations, reports, and follow-up action items
• Coordinate with Sales Operations, Marketing, Finance, and other cross-functional teams to support commercial initiatives
• Track key deliverables, deadlines, and priorities for the sales leadership team

Documentation & Compliance

• Prepare, format, and maintain confidential documents, presentations, and reports
• Ensure administrative processes and documentation align with company policies and applicable pharmaceutical compliance requirements
• Manage sensitive, proprietary, and confidential information with discretion and professionalism

Meeting & Event Coordination

• Organize internal and external meetings, including leadership meetings, sales meetings, and customer-related events
• Coordinate logistics for conferences, off-sites, and sales events as needed

Process Improvement

• Identify opportunities to improve administrative workflows and executive support processes
• Support special projects and ad hoc initiatives as assigned

Qualifications

Experience

• 5+ years of experience as an Executive Assistant or senior administrative professional supporting executive-level leaders
• Prior experience supporting sales leadership or commercial teams preferred
• Experience in pharmaceuticals, biotechnology, medical devices, or another regulated industry strongly preferred

Education

• Bachelor’s degree preferred but not required; equivalent professional experience will be considered

Skills & Competencies

• Exceptional organizational and time-management skills with strong attention to detail
• Excellent written and verbal communication skills
• Ability to manage sensitive and confidential information with discretion
• Strong proficiency with Microsoft Office and collaboration tools (e.g., Outlook, PowerPoint, Excel, Teams)
• Ability to work independently in a fast-paced, dynamic environment
• Professional presence and strong interpersonal skills

Work Environment

• Hybrid role requiring a combination of remote and on-site work in California
• On-site attendance required for key meetings, leadership events, and business needs