Executive Assistant

Pharmanovia is a dynamic, fast-growing international pharmaceutical company with a portfolio of over 20 brands across more than 160 markets. Our mission is to improve patient health globally by revitalising niche, trusted medicines. Since 2013, Pharmanovia has grown consistently year on year, supported by a diverse global team of over 300 employees across 29 nationalities. Operating internationally across Europe, the Middle East, Asia and beyond, our therapeutic areas include Cardiovascular, Oncology, Endocrinology and Neurology. We are an agile, innovative, entrepreneurial speciality pharma business that values collaboration, operational excellence, and continuous improvement.

We are seeking a highly organised and proactive Executive Assistant to provide high-level executive and operational support to several senior leaders across the business, including the COO, CIPO, Head of Europe & Global Speciality, and AVP Supply Chain. This is a fast-paced, highly visible role that requires strong organisational skills, attention to detail, professionalism, and the ability to manage multiple priorities at once. You will serve as the key point of contact across senior leadership teams, managing diaries, coordinating travel, preparing meeting agendas, and handling operational administration. The successful candidate will thrive in a dynamic international environment and demonstrate strong communication skills, discretion and the ability to build effective relationships across all levels of the organisation.

Responsibilities

• Provide high-level administrative and operational support to multiple senior executives and leadership team members across global functions
• Proactively manage complex and constantly changing executive diaries, calendars and schedules across multiple international time zones
• Coordinate and schedule internal and external meetings, ensuring effective prioritisation, seamless logistics and efficient time management
• Organise meeting logistics, including room bookings, video conferencing, catering, attendee coordination and meeting materials
• Prepare, format and distribute professional presentations, reports, agendas, briefing packs and supporting documentation to executive standard
• Attend meetings where required, take accurate minutes, track actions and ensure timely follow-up on key deliverables and decisions
• Arrange complex international travel itineraries, including flights, accommodation, visas, transport and detailed travel schedules
• Liaise confidently with senior internal stakeholders, external partners, vendors and customers on behalf of executive leadership
• Handle highly confidential and commercially sensitive information with professionalism and discretion at all times
• Support recruitment coordination activities, including interview scheduling, candidate communication and onboarding logistics
• Process expenses, invoices and purchase orders accurately and within required timelines
• Assist with website and company intranet updates, including uploading content, maintaining information accuracy and supporting internal communications initiatives (full training will be provided)
• Coordinate document translation requests and ensure the timely delivery of translated materials where required
• Support the planning, coordination and delivery of off-site meetings, leadership events and company workshops, including venue management, logistics and on-site support

Qualifications

• Proven experience supporting multiple senior executives within a fast-paced corporate or international business environment
• Strong experience managing complex diaries, international travel arrangements and executive-level scheduling
• Advanced proficiency across Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint and Teams
• Excellent organisational and prioritisation skills with the ability to manage competing deadlines and changing priorities
• Strong attention to detail and ability to produce accurate, high-quality documentation and presentations
• Experience preparing meeting materials, taking minutes and tracking follow-up actions
• Strong communication and interpersonal skills with the ability to engage professionally with stakeholders at all levels
• Experience in processing expenses, invoices, and purchase orders using finance or ERP systems is advantageous
• Comfortable learning new systems and technologies, including website and intranet content management tools
• Comfortable working independently while also collaborating effectively across teams and functions
• Experience supporting global or international teams across multiple time zones preferred
• GCSE English and Mathematics (or equivalent) required; additional business administration qualifications advantageous

Required Skills

• Highly organised with exceptional multitasking capability
• Proactive, resourceful and solutions-oriented
• Professional, adaptable and resilient under pressure
• High level of discretion and confidentiality
• Strong stakeholder management and relationship-building skills
• Collaborative team player with a positive and flexible attitude
• Strong problem-solving and coordination skills
• Ability to work with urgency while maintaining accuracy and professionalism

Why Join Pharmanovia?

• Join a rapidly growing international pharmaceutical company
• Work closely with senior leadership in a highly visible role
• Be part of a collaborative, entrepreneurial and supportive culture
• Opportunity to contribute to global operations and business initiatives
• Competitive salary and benefits package
• Hybrid and flexible working opportunities

Equal Opportunity Statement

Pharmanovia is an equal-opportunity employer. Pharmanovia does not unlawfully discriminate against employees or applicants for employment based on an individual’s race, colour, religion, creed, sex, sexual orientation, gender identity or expression, national origin, genetic information, age, disability, marital status or any other status protected by applicable law. This policy applies to all terms, conditions, and privileges of employment, including recruitment, hiring, placement, compensation, promotion, discipline, and termination. Pharmanovia will make reasonable accommodation for qualified individuals with known disabilities, in accordance with applicable law.