Executive Assistant

Role Summary

Serves as a strategic partner to C-suite and senior executive leadership by delivering high-level administrative support that enables operational efficiency and executive effectiveness. Exercises sound judgment and autonomy in managing complex, confidential matters and navigating dynamic priorities. Maintains critical records and communications with discretion, ensuring alignment with organizational goals and executive priorities. Supports the Chief Business Development & Strategy Officer with administrative and operational coordination related to business development activities, including partnerships, licensing, M&A, and strategic collaborations.

Responsibilities

• Manages deal-related calendars, timelines, and milestones, ensuring alignment across internal stakeholders (Legal, Finance, R&D, Commercial) and external partners.
• Coordinates logistics and materials for due diligence meetings, partner meetings, investor discussions, and confidential strategy sessions, including preparation of briefing documents and meeting summaries when needed.
• Assists in tracking and organizing business development pipelines, partner engagement activities, and key deliverables, ensuring timely follow-up and information flow.
• Serves as a trusted point of contact for external partners, advisors, bankers, consultants, and legal counsel, reinforcing professionalism and discretion in all interactions.
• Supports the preparation and organization of deal decks, executive summaries, term sheet materials, and Board-level documentation, working closely with cross-functional partners.
• Maintains highly confidential records related to strategic initiatives, transactions, and negotiations, ensuring accuracy, version control, and secure access.
• Manages the delivery of high-impact administrative support for executive leadership, managing complex priorities with agility and precision.
• Manages highly confidential business and personnel matters with discretion and sound judgment, serving as a trusted liaison between executives and internal/external stakeholders.
• Optimizes executive time and effectiveness through proactive calendar management, coordination of high-priority meetings and conferences, and travel planning aligned with business priorities.
• Maintains and manages secure records related to strategic initiatives, transactions, and negotiations, ensuring accuracy, version control, and appropriate access.
• Maintains strategic calendars of key events, including investor, scientific, and industry conferences, as well as internal initiatives; partners cross-functionally to support logistics and execution.
• Manages logistics for functional on-site and off-site meetings, ensuring all participants are informed and prepared.
• Oversees expense reconciliation and reporting through Concur and related systems, ensuring accuracy and compliance with company policies.
• Collaborates with internal departments to facilitate contracts, statements of work, purchase orders, and service agreements that support departmental objectives.
• Provides backup coverage for administrative colleagues and front desk reception during peak periods or absences to ensure continuity of operations.
• Contributes to cross-functional initiatives and administrative best practices, fostering collaboration and continuous improvement.
• Performs other duties as assigned.

Qualifications

• High school diploma required; degree preferred. Targeting a minimum of 6 years of progressive administrative experience supporting senior executives, ideally within the pharmaceutical or biotechnology industry. Knowledge of pharmaceutical terminology strongly preferred. An equivalent combination of education and experience may be considered.

Skills

• Demonstrated experience supporting senior executives and preparing executive-level presentations and materials.
• Advanced proficiency with Microsoft Office Suite.
• Ability to independently manage complex tasks from initiation through completion.
• Strong analytical skills with the ability to interpret and synthesize complex information.
• Exceptional professional ethics, integrity, and discretion in handling confidential information.
• Proven ability to manage multiple priorities, schedules, and projects in a fast-paced environment.
• Strong interpersonal skills, including tact, diplomacy, and sound judgment.
• Highly organized with exceptional attention to detail and follow-through.
• Ability to work effectively both independently and collaboratively.
• Comfortable operating in ambiguous environments and making informed decisions with limited information.
• Willingness and ability to travel occasionally.

Education

• High school diploma required; degree preferred. Targeting a minimum of 6 years of progressive administrative experience supporting senior executives, ideally within the pharmaceutical or biotechnology industry. Knowledge of pharmaceutical terminology strongly preferred.

Additional Requirements

• Willingness and ability to travel occasionally.
• Physical requirements include regular standing, walking, sitting, and handling or operating equipment; occasional lifting up to 20 pounds; ability to travel independently overnight and/or work after hours as required by travel schedules or business needs.