Executive Assistant

Requirements

• Experience supporting at executive level in a fast paced environment
• Proven experience in complex calendar management and global scheduling across multiple time zones, coupled with an excellent track record of keeping all collaborators informed and aligned
• Fluent command of scheduling tools, specifically G‑Suite
• Demonstrable experience in identifying opportunities to streamline processes using emerging technologies, and document best practices
• Able to build trusted relationships with a diverse set of stakeholders up to and including Executive Leadership
• Ability to quickly learn and confidently navigate new, complex internal systems and platforms
• Self sufficient and resourceful; comfortable with ambiguity; ability to pivot quickly as priorities shift in a fast‑moving, evolving environment
• Highly proactive, expertly anticipating the needs of Senior Leadership and solving operational challenges before they impact executive workflow
• (Desirable) Experience applying project management methodologies or supporting complex, multi‑stage projects
• (Desirable) Experience operating within a fast‑paced biotech, pharma, or similarly complex professional environment
• (Desirable) Proven success in partnering with and managing third‑party vendors and acting as the primary point of contact for external suppliers and companies

What the job involves

• Your role is pivotal. You’ll provide essential support that empowers our Senior Leadership to drive the organisation’s mission forward
• Your ability to seamlessly manage complex priorities and anticipate needs transforms support into a true strategic partnership
• This position will constantly challenge you to apply creative problem‑solving to maintain uncompromising attention to detail, while operating with speed and efficiency
• You’ll deliver consistent, high‑impact support, directly contributing to the success of key leaders in our evolving organisation
• You’ll expertly manage complex executive logistics, ensuring maximum efficiency, while maintaining strict confidentiality across all internal and external engagements
• Executive Calendar Management: Efficiently manage complex executive calendars, coordinating high‑volume meetings (in‑person and virtual) across multiple time zones with speed and accuracy
• Process Management: Coordinate critical data gathering for key management reviews, working with Senior Leadership to resolve conflicting priorities and guarantee accurate, timely submission
• Communication: Maintain the highest level of confidentiality in all internal and external communications, acting as an authoritative and professional representative of the leadership team
• Meetings & Events: Manage end‑to‑end meeting support, including creating and driving agendas, assembling comprehensive notes, tracking action item completion, and planning complex off‑site meetings and events
• Cross‑Functional Partnership: Work closely with other Executive Assistants, coordinators, and cross‑functional teams to streamline initiatives and support ad‑hoc company‑wide projects