Executive Administrator, AIR
- Executive Leadership Support (Primary – VP & BU Head)
- Own complex calendar management: prioritize, negotiate conflicts, protect focus time, and align scheduling with business priorities.
- Coordinate domestic and occasional international travel end-to-end (air/hotel/ground, itineraries, contingencies, and rapid changes).
- Prepare and polish executive-ready materials: presentations, agendas, briefing packets, talking points, and internal communications.
- Manage expenses, purchase orders, and vendor interactions in accordance with policy; maintain accurate records and timely submission.
- Act as gatekeeper and connector: triage requests, route decisions, and ensure follow through on commitments.
- Commercial Leadership Team Support (Secondary)
- Support VP of Sales with scheduling, travel, meeting prep, and coordination across East/West Directors and RBD leadership layers.
- Support two Heads of Marketing with calendars, meeting coordination, vendor interactions, and cross-functional project logistics.
- Provide light support to the Head of Strategy & Operations (calendar coordination, document support, and selected meeting logistics).
- Coordinate recurring cadences (leadership meetings, operating reviews, town halls) including agendas, minutes/action logs, and follow-ups.
- Business Unit Operations & Administrative Excellence
- Drive administrative process improvements (templates, standard operating rhythms, tracking logs, and meeting hygiene).
- Serve as a central liaison between leadership and internal/external stakeholders; ensure high responsiveness and professionalism.
- Maintain confidentiality of personnel, financial, strategic, and customer information; use sound judgment with sensitive materials.
- Coordinate events (offsites, workshops, leadership visits) including venue/logistics, AV, catering, and attendee communications.
- 8+ years of progressive administrative support experience overall.
- 5+ years of senior administrative / executive assistant experience in biotech, pharma, med device, or closely related regulated industry.
- Demonstrated success supporting senior executives (VP/SVP/BU Head) in fast-paced commercial or cross-functional environments.
- Advanced proficiency with Microsoft 365 (Outlook, PowerPoint, Word, Excel) and common collaboration tools (Teams/Zoom/SharePoint).
- Exceptional written and verbal communication; strong attention to detail and executive-level polish.
- High integrity and discretion; trusted with confidential information and sensitive communications.
- Proven ability to manage multiple priorities, ambiguity, and frequent changes while maintaining calm and service orientation.
- Experience supporting commercial leaders (Sales and Marketing) and understanding of field-based sales organizations.
- Comfort partnering with cross-functional teams (Commercial Ops, Medical, Market Access, Legal/Compliance).
- Experience building meeting cadences, action logs, and light project management for senior leadership teams.
- Bachelor’s degree or equivalent experience.
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