Executive Assistant & Project Manager

Role Overview

This hybrid role supports Top-Level Management with high-impact executive support while managing cross-functional projects related to Regulatory Affairs, Quality Assurance, Capex Investments, Operations, and Strategic Planning. The ideal candidate is highly organized, discreet, and capable of following up across technical departments to ensure alignment and timely execution.

Key Responsibilities

Executive Assistant

• Manage calendars, travel, meetings, and follow-ups for top-level management
• Draft and format reports, presentations, business dashboards, and internal communications
• Handle confidential documentation and ensure timely coordination between departments
• Track strategic priorities and ensure visibility on open items across leadership
• Support planning and documentation for leadership reviews and planning sessions

Project Manager – Technical Operations

• Track and coordinate multi-departmental projects involving:
  • Regulatory – submissions, gap closures, document reviews
  • Quality – CAPAs, SOP updates, audit preparation
  • Capex – vendor tracking, installation milestones, and site coordination
  • Operations – production schedules, cross-team dependencies
  • Planning – Gantt charts, risk registers, dashboards, and deadline adherence
• Facilitate cross-functional communication and timely document exchange
• Maintain trackers and timelines for new initiatives and follow-up actions
• Assist in audit readiness and data/document coordination for external stakeholders

Qualifications & Skills

• Bachelor’s degree in business, science, or related discipline
• 6–10 years of experience as an Executive Assistant, Project Coordinator, or similar role
• Proven ability to manage sensitive communications and support senior leadership
• Experience handling technical or regulated projects is a plus
• Excellent written communication, follow-up skills, and attention to detail
• Proficient with MS Office, Excel trackers, and project coordination tools