Associate Executive Assistant

Role Summary

Associate Executive Assistant supporting assigned leaders and operational functions with administrative duties, calendar management, travel logistics, and cross-department communication to enable senior executives to focus on high-priority tasks.

Responsibilities

• Efficiently manage the complex calendars of senior executives, coordinating meetings, calls, and events. Ensure time is optimized and that key appointments are prioritized. Handle last-minute changes and conflicts with tact and professionalism.
• Organize and manage detailed, complex international travel arrangements, including flights, accommodations, visas, and ground transportation. Anticipate the needs of executives while ensuring compliance with company travel policies and budget constraints.
• Assist with the planning of events, meetings and conferences - liaising where necessary with external vendors
• Provide, as needed, administrative support for US commercial events by overseeing rooming list logistics for event participants and tracking and managing airfare details for attendees
• Schedule on-boarding 1:1 meet and greets with appropriate senior leaders
• Execute onboarding tasks by managing assigned checklist items and ensuring timely completion
• Provide high-level administrative support, including preparation of presentations, reports, and documents.
• Process expenses, manage expense reports, enter POs and enter monthly timesheets (NetSuite and SVB, Agiloft), as needed
• Efficiently schedule and manage multiple Commercial leadership meetings involving large groups of attendees
• Schedule interviews and provide evaluation feedback when needed
• Take meeting minutes as needed
• Manage all aspects of organization's office services.
• Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as organization grows
• Invest in building long-lasting relationships both externally and internally
• Manage cash reimbursements, checks and bank reconciliation
• Provide back-up support to other site admins
• Utilize exceptional computer skills, including advanced proficiency in Microsoft Office Suite (Excel, PowerPoint, Word) and calendar management software, to optimize daily operations. Use technology, including AI tools, to help solve problems, streamline workflows, and improve efficiency.

Qualifications

• 3+ years' experience as administrative assistant or related function
• Advanced computer skills, particularly complete Microsoft Office (i.e. Word, Outlook, PowerPoint and Excel)
• Previous experience providing high level executive support
• Able to manage multiple tasks and work to agreed deadlines while under pressure
• Worked both as part of a team and independently
• Discreet handling of confidential documents and other information
• Knowledge of office administrative practices and procedures
• High school diploma or equivalent required; bachelor's degree preferred
• Pharmaceutical experience preferred

Education

• High school diploma or equivalent required; bachelor's degree preferred