Executive Administrative Assistant

Key Responsibilities

• Provide advanced administrative support to senior leadership and the Business Technology Solutions team.
• Manage complex calendars and proactively resolve scheduling conflicts.
• Anticipate leadership and team needs, ensuring schedules, priorities, and deliverables remain organized.
• Maintain team rosters and contact lists.
• Schedule meetings and support Teams/Zoom and telepresence setups.
• Act as liaison for remote access and technical meeting needs.
• Coordinate domestic and international travel arrangements.
• Prepare and submit expense reports in compliance with company policies.
• Manage correspondence, couriers, FedEx labels, and shipments.
• Order office supplies and manage inventory.
• Process invoices and assist with vendor onboarding.
• Coordinate meeting planning, events, and catering.
• Create or modify business documents and presentations.
• Prepare binders and manage large copy requests.
• Request publications and articles as needed.
• Coordinate new employee office setups and onboarding activities.
• Provide backup administrative support to other team members as needed.

Compliance & Confidentiality

• Ensure compliance with corporate travel, expense, purchasing, security, privacy, and administrative policies.
• Handle confidential and business-sensitive information with discretion.
• Maintain departmental files in accordance with corporate and regulatory requirements.
• Follow corporate branding guidelines and established administrative procedures.
• Support budget expenditure tracking as needed.

Project & Team Support

• Support ad hoc projects and operational initiatives as assigned.
• Prepare presentations from source materials.
• Assist with coordination of team activities, deadlines, and deliverables.
• Operate with general instruction while demonstrating initiative and ownership.
• Adapt quickly to changing priorities and shifting business needs.
• Proactively identify scheduling conflicts, potential obstacles, and opportunities to improve administrative processes.
• Communicate effectively with leadership and stakeholders, including confidently raising concerns or recommending alternative approaches when appropriate.

Leadership & Interpersonal SkillsSuccessful candidates will demonstrate:

• Exceptional attention to detail and organizational skills.
• Ability to prioritize multiple requests in a high-volume environment.
• Proactive problem-solving and the ability to anticipate team needs.
• A forward-thinking approach, consistently staying two steps ahead of leadership priorities.
• Flexibility and adaptability when priorities or business needs change unexpectedly.
• Strong technical fluency and confidence learning new systems and tools.
• Willingness to professionally challenge decisions, ask questions, or push back when necessary.
• Clear communication of deadlines, deliverables, and potential obstacles.
• Accountability and ownership of work.
• Strong relationship-building skills across departments and client areas.
• Professional demeanor when interacting with senior leadership.
• Ability to execute independently while collaborating effectively.
• Strong listening skills, sound judgment, and discretion.
• A persistent, solutions-oriented, "make it happen" attitude.

QualificationsRequired / Preferred

• 7+ years of previous administrative experience supporting executives or senior leaders.
• Some college preferred.
• Previous leadership or supervisory experience desired.
• Experience in pharmaceutical, biotechnology, or CRO environments strongly preferred.
• Intermediate to advanced proficiency in Microsoft Office Suite, including Outlook, Excel, Word, and PowerPoint.
• Experience with Concur, SharePoint, Visio, and/or OrgPlus.
• Familiarity with corporate travel, expense reporting, purchasing, and administrative workflows.
• Strong understanding of business processes and operational requirements.
• Demonstrated ability to learn new technology quickly and adapt to changing environments.
• Excellent calendar management, scheduling, and organizational skills.
• Ability to work independently, exercise sound judgment, and proactively address challenges.
• Strong communication and interpersonal skills, including the confidence to respectfully push back when appropriate.
• "Make it happen" mindset with persistence, initiative, and a commitment to delivering results.

Interview Process

Selected candidates will participate in a virtual panel interview via Microsoft Teams with members of the leadership and administrative team.

Work Environment & Benefits

This role offers the opportunity to work within a collaborative team environment while supporting important business technology initiatives at a leading pharmaceutical organization.

Contractors have access to:

• Ongoing technology and training resources.
• Leadership support for career development.
• A flexible hybrid work schedule based on team requirements.
• A professional, inclusive workplace culture.
• Opportunities to collaborate with senior leaders and cross-functional teams.
• Inter-campus shuttle services where available.
• Complimentary campus transportation and coffee services at participating locations.

Permanent Opportunity:

This position has the potential for conversion to a full-time employee, depending on business needs and performance.