Executive Personal Assistant & Travel Coordinator

Position Summary :

Executive Personal Assistant and Travel Coordinator will serve as a critical liaison between the Chief Scientific Officer (CSO), Chief Medical Officer (CMO), Chief Development Officer (CDO), and their departments, external stakeholders, and internal teams. This role involves high-level administrative duties such as managing calendars, creating and editing presentations, coordinating domestic and international travel, organizing meetings, processing expense reports, and general office operations. The position requires flexibility to change locations on a daily basis, depending on where the reporting executives (CMO, CSO, or CDO) are located.

This is a hybrid-based position, requiring the associate to be adaptable and work from multiple locations as needed. The role demands experience in booking and coordinating travel arrangements for executives and a strong ability to manage a wide range of tasks with minimal supervision.

Principal Duties and Responsibilities :

• Provide high-level administrative support to senior executives (CMO, CSO, CDO), including calendar management, communication coordination, and organizing internal and external meetings.
• Prepare and create complex presentations using advanced software and video / audio equipment, ensuring they are tailored to the subject, presenter, and audience.
• Coordinate domestic and international travel logistics, including air, ground transportation, and lodging, for senior executives, with a focus on efficiency and cost-effectiveness.
• Handle complex scheduling for off-site meetings, negotiate with venues, and ensure all logistical needs are met.
• Process invoices, purchase orders, and expense reports, ensuring accuracy and compliance with company policies.
• Manage and organize confidential and sensitive information for the C-suite, ensuring compliance with legal and ethical standards.
• Provide expert troubleshooting and support for meeting and video technology, including Zoom / MS Teams, and assist in managing audio and video conferencing for large group and executive meetings.
• Serve as a point of contact for both internal and external communications, managing executive correspondence, and representing the C-suite in a professional and courteous manner.
• Demonstrate advanced proficiency in Microsoft Office and various business software, with the ability to adapt to new tools and technologies as needed.
• Manage office supply orders and ensure remote offices for executives are adequately supplied and maintained.
• Actively contribute to special projects as needed, supporting cross-functional teams and assisting with administrative training when required.

Role & Organizational Context :

Qualification Requirements :

o 2 years of experience in providing executive support at the C-suite level.

o Experience in the pharma / biotech or healthcare industries.

o Demonstrated ability to work effectively in a matrixed environment.

Key Characteristics :

This position is ideal for a highly organized and flexible professional who thrives in a fast-paced environment and enjoys providing critical support to senior executives in a dynamic setting.