Executive Assistant

Nature and Scope The Executive Assistant provides high-level administrative and operational support to multiple executives, ensuring efficient management of schedules, communications, projects, and departmental activities. This role serves as a key point of coordination between executives, internal stakeholders, and external partners while maintaining the highest level of professionalism, confidentiality, and organizational effectiveness.

Essential Duties And Responsibilities Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

• Manage complex calendars for multiple executives, including scheduling meetings, appointments
• Coordinate and prioritize competing scheduling demands while ensuring optimal use of executive time.
• Prepare meeting agendas, presentations, reports, and supporting materials.
• Draft, edit, and distribute professional communications on behalf of executives.
• Track and follow up on action items, deadlines, and key deliverables.
• Assist with day-to-day business-related activities for site(s).
• Coordinate staff meetings, and special events.
• Prepare meeting materials, presentations, minutes, and follow-up summaries.
• Arrange conference rooms, catering and logistics as needed.
• Support all departmental and company meetings
• Coordinate domestic and international travel arrangements.
• Develop travel itineraries and ensure all necessary reservations are secured.
• Prepare and reconcile expense reports in accordance with company policies.
• Perform any other tasks/duties as assigned by management.

Education Requirements And Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

• Bachelor’s degree required.
• Minimum 5-7 years of executive administrative support experience.
• Experience supporting multiple senior-level executives simultaneously.
• Experience in a corporate, manufacturing, pharmaceutical, healthcare, or regulated environment preferred.
• Experience using Concur preferred
• Exceptional organizational and time-management skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Excellent verbal and written communication skills.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Strong problem-solving and decision-making skills.
• Ability to handle confidential and sensitive information with discretion.
• Demonstrated professionalism, sound judgment, and initiative.
• Ability to work independently with minimal supervision.
• Ability to work overtime as needed.

Physical Environment And Requirements

• Ability to work in an office environment.
• Ability to sit, stand, and use a computer for extended periods.
• Occasional travel may be required.

American Regent celebrates diversity and we are committed to creating an inclusive environment for all employees. We are an Equal Opportunity Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, or protected veteran status.

Applicants have rights under Federal Employment Laws.

• FMLA poster: https://www.dol.gov/whd/regs/compliance/posters/fmlaen.pdf
• Know Your Rights: Know Your Rights: Workplace discrimination is illegal (eeoc.gov)
• Employee Polygraph Protection Act: https://www.dol.gov/whd/regs/compliance/posters/eppac.pdf

Alert: We’re aware of individuals impersonating our staff to target job seekers. Please note:

• All legitimate communication will come directly from a verified ARI recruiter either by phone or via an americanregent.com email address.
• Our recruiting process includes multiple in person and/or video interviews and assessments.
• If you are unsure about the legitimacy of a message, contact John Rossini at [email protected] before responding.
• We never request payment, bank information, or personal financial details during our offer process.

Your security is important to us, and we encourage you to stay vigilant when job searching.

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