Executive Assistant to the CEO

About Us:

We are a dynamic pharmaceutical consulting firm dedicated to advancing healthcare solutions and improving community health outcomes. Our CEO is a visionary leader who requires a dedicated Executive Assistant to support her in all aspects of her daily routine.

The Ideal Candidate:

The ideal candidate is a detail-oriented self-starter with prior experience supporting high-level executives in a small business or entrepreneurial setting. Experience in the pharmaceutical and/or consulting industry is a plus. The candidate should exhibit sound judgment with the ability to prioritize and make decisions, thrive in a fast-paced environment, and be energetic and eager to tackle new projects and ideas. Comfort in interacting with high-level executives and being a team player capable of cultivating productive working relationships across the firm is essential. A resourceful can-do attitude is a must.

Primary Duties and Responsibilities:

• Calendar Management: Maintain the CEO’s calendar including scheduling meetings, appointments, speaking engagements, and travel arrangements. Exercise judgement in committing time and evaluating needs.
• Liaison Duties: Serve as a liaison between the CEO, sub-contractors, and clients. This includes receiving and screening the CEO’s emails, placing phone calls as necessary, and handling a variety of situations with tact and diplomacy.
• Business Development (BD) Support: Assist in managing the CEO's inbox, debriefing after trips, and following up with key contacts.
• Presentation Support: Assist with the logistics of presentation preparation including running to printers, reviewing, and proofreading. The primary research and development will be handled by other staff.
• Priority Management: Provide a summary of top priorities at the beginning and end of each day.
• Administrative Support: Handle a wide variety of support duties including printing, faxing, mailing/overnight packages, copying, filing, and managing emails/messages.
• Correspondence Management: Compose and prepare letters for the CEO’s signature and send via DocuSign.
• Meeting Coordination: Schedule meetings and assist in the preparation and distribution of meeting agendas and materials.
• Document Preparation: Transcribe source material, prepare documents, reports, tables, and charts, and distribute as appropriate.
• Expense Management: Prepare, reconcile, and submit expense reports.
• File Management: Maintain paper and electronic filing systems.
• Confidentiality: Maintain confidential and sensitive information.
• Meeting Minutes: Attend meetings and take notes of discussions; prepare initial drafts of minutes and summaries.
• Personal Assistant Duties: Provide personal assistance such as running errands, managing travel arrangements, and other personal support as needed.

Skillset and Background:

• Education: Bachelor’s degree preferred but experience is considered more important.
• Experience: Three to five years of prior experience in supporting a senior executive or team.
• Computer Skills: Excellent computer skills including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel).
• Communication Skills: Exceptional writing, editing, and proofreading skills; excellent written and verbal communication skills; and strong interpersonal skills.
• Organizational Skills: Excellent organization, time-management, and multi-tasking skills with attention to detail.
• Transportation: Reliable transportation required.
• Location: Work zip code is 20011. The position requires three days in the office.

How to Apply:

If you are a proactive, efficient, and adaptable individual looking to support a leading executive in a meaningful and impactful role, we encourage you to apply.