Senior Executive Assistant

Role Summary

The Senior Executive Assistant to the EVP, Chief Digital & Technology Officer (CDTO) provides high‑level calendar management, information coordination, and executive-facing engagement across a fast-paced, global, matrixed organization. The role requires exceptional judgment, discretion, high‑level decision support, and executive‑caliber communication to enable strategic priorities and efficient operations.

Responsibilities

• Proactively handling a highly sophisticated, dynamic calendar; making informed trade‑offs to align the CDTO’s time with strategic objectives and enterprise‑critical initiatives.
• Serving as the primary point of contact and gatekeeper; triaging critical inquiries from senior leaders, employees, and external partners with urgency and tact.
• Preparing the CDTO for daily decisions—coordinating agendas, compiling executive‑ready briefings and slide decks, ensuring pre‑reads and follow‑ups are streamlined, on time, and actionable.
• Exercising sound judgment and confidentiality on matters of strategic importance
• Driving clear, concise communication across the CDTO leadership team and the broader organization; drafting and editing correspondence and talking points in the executive’s voice.
• Building trusted relationships with the C‑suite and serving as a professional representative in high‑visibility interactions, including Board‑adjacent touchpoints as needed.
• Leading end‑to‑end logistics for internal and external engagements (leadership staff meetings, cross‑functional forums, departmental town halls, team buildings).
• Acting as the main contact for external meetings; collaborating with Strategic Sourcing/Procurement and Legal to negotiate vendor contracts and lead off‑site events and budgets within approval limits.
• Anticipating needs for catering and onsite set‑ups; ensuring detailed execution for in‑person, hybrid, and virtual experiences.
• Planning sophisticated domestic and international travel with detailed itineraries and contingencies; ensuring policy compliance and cost‑effective choices.
• Processing expenses in Concur for the CDTO (and select leaders)
• Handling purchase orders and requisitions; supporting departmental budget tracking and operational timelines.
• Maintaining current org charts, distribution lists, SharePoint sites, and internal pages to keep the organization aligned and informed.
• Leading onboarding and assimilation of new hires; coordinating with IT, Facilities, and Procurement; assisting with space planning and headcount tracking (including global/site‑specific coordination).
• Coordinating supplies, vendor interactions, and day‑to‑day operations; supporting culture‑building activities (e.g., Day for Doing Good, team events).
• Serving as a knowledgeable resource on company policies, procedures, and systems; finding opportunities to streamline workflows and drive continuous improvement.
• Creating/administering best practices, templates, and standard work for the administrative community; sharing insights across functions to implement improvements.
• Providing troubleshooting and training on Microsoft 365, SharePoint, Concur, and teleconference/collaboration platforms; quickly learning new tools.
• Acting as a subject‑matter expert and mentor for junior administrators; ensuring flawless administrative coverage.
• Leading or chipping in to projects and special initiatives that advance departmental efficiency and effectiveness.

Qualifications

• Demonstrate impeccable discretion, judgment, and professionalism, and are trusted to handle confidential, high‑impact matters.
• Connect with excellence across all levels—crisp writing, confident verbal communication, and executive presence.
• Possess strong eye for business; anticipate needs several steps ahead and connect activities to strategy.
• Orchestrate multiple priorities with poise—thriving amid ambiguity, rapid change, and global scale.
• Are proactive, resourceful, highly collaborative, and energized by purposeful innovation.
• 10–12+ years of dynamic executive support experience, including direct support of SVP+, EVP, or C‑suite leaders in fast‑paced, matrixed, global environments (biotech/biopharma/technology experience preferred).
• Advanced proficiency in Microsoft 365 (Outlook, PowerPoint, Excel, Word, Teams), SharePoint, Concur, and collaboration platforms; ability to troubleshoot and train others.
• Proven track record to manage sophisticated calendars, orchestrate senior‑level meetings and events, and coordinate domestic/international travel with precision.
• Exceptional organization, prioritization, and follow‑through; positive, can‑do attitude and respect for colleagues at all levels.

Education

• Bachelor’s degree preferred; equivalent experience may be considered.

Additional Requirements

• Flexibility to support after-hours needs tied to executive travel, global time zones, and critical events.