Executive Assistant to C-Level

Job Summary

Performs complex and confidential administrative duties requiring ability to work independently with minimal supervision using discretion and independent judgment. Responsibilities typically include collecting and analyzing data to produce reports with high utilization of PC-based software packages, processing spreadsheets, and graphics, etc.

Job Responsibilities

• Reviews, prioritizes and responds to incoming mail, voicemail, email, and confidential documents. Determines if executive action is required.
• Communicates with Executive staff and all levels of personnel inside and outside the company to gather and convey information pertaining to executive's office and responsibilities.
• Reviews and prioritizes activities, takes action and escalates critical matters. Refers routine matters to appropriate parties for action and follows up to ensure proper disposition.
• Assists clients, customers, or others with general information in a professional manner. Acts as an information source on organizational policies and procedures.
• Maintains Executive(s) global schedule and calendar. Schedules business meetings both inside and outside of the office via an electronic calendar.
• Gathers, compiles, and reports information relevant to departmental needs and projects including those of a confidential nature.
• Prepares presentations, tables, charts, memorandums, reports, and other material as needed for executive meetings.
• Participates in planning functions and executing events. Initiates required administrative reports. Sets up and administers filing systems.
• Manages travel arrangements including preparing detailed itineraries for each trip.
• May assist in developing, implementing, and monitoring internal operating systems and procedures.
• Gathers information, searches files and records, and makes personal contacts to obtain specific information in order to prepare detailed reports and compose correspondence.

Qualification Requirements

• High school education plus significant experience providing specialized administrative support to C-suite, or equivalent combination of experience and education.
• Some college courses preferred.
• Familiarity with pharmaceutical business, medical terminology, and financial/business terminology.
• Experience supporting C-level executives as an Executive Assistant.
• Superior proficiency utilizing Microsoft Office Suite (Word, Excel, Power Point), voicemail, email and Outlook calendar.
• Accurate and efficient keyboard skills are necessary.
• Requires flexibility, openness to suggestions, highly effective verbal, written, interpersonal and team-oriented skills with ability to interact with staff from multiple departments.
• Possesses strong analytical skills with ability to work independently and carry out detailed instructions, perform several tasks simultaneously, to organize and prioritize work while meeting aggressive deadlines with accuracy and attention to detail.