Senior Executive Assistant

The Senior Executive Assistant provides high-level administrative support and may oversee a pooled team of administrative professionals to ensure seamless operations in a fast-paced, dynamic environment. This role requires exceptional organizational skills, discretion, and the ability to manage sensitive and confidential information. The Senior Executive Assistant exercises independent judgment and decision-making while optimizing resource allocation across multiple leaders and priorities. The position demands initiative, adaptability, and the capability to anticipate needs, prioritize competing demands, and deliver results with professionalism and accuracy.

Main Responsibilities and Accountabilities:

Administrative Support

• Coordinate domestic and international travel arrangements.
• Schedule meetings and manage calendars, including last-minute changes.
• Prepare and submit complex expense reports.
• Draft and format letters, contracts, and other documents.
• Manage vendor invoicing and post goods receipts in SAP.
• Handle telephone coverage, organize conference calls, and process documents (faxing, scanning, photocopying).
• Manage inbound and outbound mail and maintain office supplies.
• Keep professional memberships and subscriptions current.

• Optimize executives' time by anticipating needs and preparing daily schedules.
• Schedule appointments independently with clear understanding of priorities.
• Coordinate and communicate department meetings on behalf of leadership, including preparing agendas and materials.
• Ensure meetings run smoothly and follow up on action items.

• Lead and manage a pooled administrative resource model, ensuring equitable workload distribution and efficient support across multiple leaders.
• Assign tasks and monitor performance of administrative assistants.
• Provide coaching, training, and development opportunities for team members.
• Implement process improvements to enhance team efficiency and collaboration.

• Organize, prioritize, and summarize incoming materials and special requests.
• Track and follow up on project status with management staff.
• Review documents for accuracy, format, and compliance with procedures before approval and release.
• Prepare special reports and respond to inquiries by gathering relevant information from multiple sources.

• Coordinate timely communication of requests, issues, and action items to appropriate stakeholders.
• Prepare and review departmental administrative and executive management reports.
• Support budget and staff administration by gathering, reviewing, and maintaining related documents.
• Prepare reports for presentation to executive management and/or the Board of Directors.

• Maintain strict confidentiality of all corporate, personnel, and research matters.
• Foster collaboration with global and local executive assistant teams to ensure consistency and efficiency.
• Perform other related duties as assigned.

• High School Diploma or equivalent vocational or technical training.
• Bachelor's degree or Technical College degree a plus.

• Significant administrative support experience preferably in within pharmaceutical industry

• Technical Proficiency: Advanced skills in Microsoft Office Suite, Adobe Acrobat, and enterprise systems such as Ariba, SAP, and Concur; ability to quickly learn and adapt to new technologies.
• Trusted Partner: Demonstrated ability to maintain confidentiality and exercise discretion in all aspects of work.
• Flexibility: Willingness to adjust working hours to accommodate multiple time zones when necessary.
• Learning Agility: Proven ability to learn quickly and adapt to changing priorities and processes.
• Emotional Intelligence: Strong interpersonal skills with the ability to navigate complex relationships and maintain professionalism.
• Executive Support Expertise: Skilled in providing efficient, high-quality assistance to senior leaders.
• Professionalism & Urgency: Maintains a polished demeanor and responds promptly to time-sensitive requests; demonstrates strong ethical standards.
• Self-Directed & Accountable: Proactive, dependable, and responsible for delivering results independently.
• Communication Excellence: Exceptional verbal and written communication skills with the ability to convey information clearly and succinctly.
• Deadline-Driven: Strong ability to anticipate challenges and proactively manage priorities for senior executives.
• Problem-Solving & Organization: Demonstrated strength in critical thinking, time management, and organizational skills.
• Multitasking Ability: Skilled at balancing and prioritizing multiple high-impact tasks simultaneously.
• Tact & Diplomacy: Exercises sound judgment and professionalism when interacting with all levels of management and external stakeholders.
• Supervisory Skills: Proven ability to provide clear direction, oversee team performance, and support staff development. Experienced in managing workload distribution, setting expectations, and ensuring consistent delivery of high-quality outcomes.
• Language skills: Fluent in both written and spoken English, ensuring clear, professional communication across global stakeholders. Competency in additional languages is highly valued.