Executive Assistant, North America

Overview

The Executive Assistant provides administrative support to two members of the North American Leadership Team, helping them manage priorities, prepare for meetings and maintain effective coordination across the organization. Reporting to the Head of Finance and Administration, this individual also contributes to a shared administrative support model, providing backup coverage for other administrative colleagues and the Office Manager. The role requires sound judgment, discretion, attention to detail and a collaborative approach to supporting leaders and colleagues.

Essential Duties and Responsibilities

Executive Support

• Manage complex calendars, anticipate scheduling needs and resolve conflicts across domestic and international time zones.
• Coordinate internal and external meetings, including agendas, materials, meeting logistics and follow-up on agreed actions.
• Arrange domestic and international travel, prepare itineraries and process expense reports in accordance with company policies.
• Prepare and format correspondence, presentations and other business materials.
• Handle confidential business and employee information with discretion.
• Maintain effective working relationships with North American and global colleagues, external partners and other executive offices.

Department and Business Coordination

• Support the planning and execution of departmental meetings, offsites and other business events.
• Coordinate purchase orders, invoices and vendor documentation with Finance and Procurement, following established approval processes.
• Maintain organized records, shared resources and distribution lists, and support onboarding logistics for new team members.
• Provide administrative coordination for assigned projects, including tracking deadlines, gathering information and following up with stakeholders.

Shared Administrative and Office Support

• Provide backup coverage for administrative colleagues and the Office Manager/Facilities during planned absences and periods of increased demand.
• Support essential office activities as needed, including visitor coordination, meeting room arrangements, supplies and vendor scheduling.
• Participate in cross-training and maintain clear handover documentation to ensure continuity of support.
• Help establish consistent administrative practices, shared resources and efficient ways of working across the administrative team.
• Work with the Head of Finance and Administration to prioritize requests and balance dedicated leadership support with shared coverage responsibilities.
• Act in full compliance with all laws, regulations, and policies including adverse events / pharmacovigilance responsibilities.
• Perform additional duties as may be assigned.

Qualifications and Experience

• Five or more years of administrative experience, including direct support for senior leaders.
• Experience supporting multiple leaders and managing competing priorities.
• Experience in pharmaceutical, biotechnology, healthcare or another regulated environment preferred.
• Bachelor’s degree preferred, or an equivalent combination of education and relevant experience.
• Proficiency in Microsoft Outlook, Word, PowerPoint, Excel and Teams; familiarity with travel, expense and purchasing systems preferred.

Skills and Attributes

• Strong organizational skills, accuracy and reliable follow-through.
• Clear written and verbal communication and effective interpersonal skills.
• Sound judgment when handling sensitive information and changing priorities.
• Ability to anticipate needs, identify practical solutions and work independently.
• A responsive, collaborative approach and willingness to provide coverage across the administrative team.
• Confidence working with senior leaders and colleagues across functions, cultures and time zones.