Executive Assistant

PharmaACE

Executive Assistant

The Executive Assistant to our Senior Leadership will provide strategic administrative support in a fast-paced, high-impact environment. This individual will serve as a trusted partner to the Leadership, managing a wide range of complex and confidential responsibilities with discretion, professionalism, and a proactive mindset.

This role is pivotal in ensuring the Leader’s time is aligned with the organization’s highest priorities by effectively managing schedules, travel, communication, and stakeholder engagement. The Executive Assistant will also serve as a key liaison across internal and external stakeholders.

This role offers the flexibility of remote work, allowing the individual to contribute effectively from any location while maintaining seamless collaboration with the leadership team.

Responsibilities

• Manage and optimize the Leader’s calendar, including prioritizing appointments, coordinating high-level meetings and offsites, and ensuring alignment with strategic objectives.
• Conduct research and prepare briefing notes, reports, presentations, and supporting materials to aid executive decision-making.
• Oversee complex domestic and international travel arrangements, including logistics, documentation, and contingency planning.
• Draft, review, and manage internal and external communications such as memos, reports, emails, and follow-ups, maintaining a high standard of professionalism.
• Serve as a primary liaison for the Leader, representing the office in interactions with internal teams, clients, board members, investors, and other key stakeholders.
• Maintain and organize executive documentation, including meeting records and reference materials, ensuring timely access and accuracy.
• Collaborate with cross-functional teams to ensure follow-through on leadership priorities and key action items.
• Uphold strict confidentiality and demonstrate sound judgment, professionalism, and integrity in all interactions and responsibilities.

Qualifications

• 4+ years of experience in an executive support role, preferably supporting senior leadership in a fast-paced consulting, global corporate, or client-facing environment (e.g., MBB, Big 4, Fortune 500).
• Experience coordinating across global time zones or supporting international leadership teams.
• Exceptional written and verbal communication skills, with a strong executive presence.
• Highly organized, with strong time-management skills and the ability to manage multiple high-priority tasks simultaneously.
• Technically proficient in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel) and collaboration tools such as Teams, Zoho.
• Proven ability to build trust, influence stakeholders, and maintain professional relationships across organizational levels.
• Proactive, resourceful, and capable of working independently with minimal supervision.
• Demonstrated discretion and sound judgment in handling confidential and sensitive information