Executive Assistant

Executive Assistant/Project Manager

Reports to: COO

Position Summary

We are seeking an Executive Assistant with strong project management skills, advanced technical proficiency, and experience in cGMP manufacturing (preferred). This role requires a highly organized, detail-oriented professional supporting senior executives by prioritizing and triaging daily activities, managing complex projects, and streamlining workflows. The ideal candidate is tech-savvy, understands business applications, and can serve as the first point of contact for daily executive needs while handling confidential information with discretion.

Key Responsibilities

Daily Executive Activity Triage & Support

• Act as the first point of contact for executives, prioritizing and triaging incoming requests, emails, meetings, and tasks.
• Filter and determine urgency levels of requests, ensuring the executive’s time is spent on the highest-value activities.
• Coordinate and follow up on key action items, deadlines, and strategic priorities.
• Handle scheduling, calendar management, and travel arrangements efficiently.
• Serve as a liaison between executives and internal teams, ensuring smooth communication and execution of initiatives.
• Proactively identify and resolve roadblocks, allowing executives to operate efficiently.

Executive Support & Coordination

• Prepare presentations, reports, and documentation using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, OneNote, Visio, Teams, etc.).
• Manage and track action items, ensuring follow-ups and timely execution of executive tasks.
• Organize and maintain files, records, and correspondence, ensuring efficiency and confidentiality.
• Assist with the preparation of contracts, agreements, and regulatory documentation.

Project Management & Data Analysis

• Assist in managing cross-functional projects, tracking milestones, and meeting deadlines.
• Collaborate with various teams to gather, analyze, and present data-driven insights to executives.
• Utilize Excel (pivot tables, vlookup, macros, vb, etc.) and other reporting tools for project tracking and reporting.
• Maintain process documentation and standard operating procedures (SOPs) for internal initiatives.
• Identify areas for efficiency improvements and implement best practices in workflow automation.

Manufacturing & cGMP Support (Preferred)

• Support cGMP compliance documentation, quality control processes, and regulatory filings.
• Assist with workflow optimization and process improvement in a manufacturing environment.
• Coordinate between executive leadership and production, ensuring seamless communication of strategic initiatives.

Qualifications & Experience

• , or similar role in a fast-paced, technical environment.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, OneNote, Visio, Teams).
• Experience with project management tools (e.g., Asana, Trello, Monday.com, Smartsheet) is a plus.
• Strong understanding of IT, business applications, and workflow optimization – tech-savvy but not necessarily a programmer.
• Ability to create reports, dashboards, and process automation workflows using Excel, Power BI, or similar tools a plus
• Knowledge of cGMP manufacturing, pharmaceutical, or healthcare industry is a strong plus.
• Excellent written and verbal communication skills, with the ability to draft correspondence and reports.
• Highly organized, detail-oriented, and proactive in managing multiple tasks simultaneously.
• Strong problem-solving skills with the ability to analyze data and provide recommendations.

Preferred Skills

• Experience in regulatory compliance environments (FDA, cGMP, HIPAA, etc.).
• Familiarity with ERP/CRM platforms (e.g., NetSuite, Salesforce, SAP, or similar).
• Exposure to scripting or automation tools (VBA, Power Automate, basic SQL, etc.) is a plus.
• Experience working with senior leadership in a high-growth or startup environment.

Job Type: Full-time

Pay: $60,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• Monday to Friday

Work Location: In person

Salary : $60,000 - $75,000