Job Description

Job description

SUMMARY OF RESPONSIBILITIES:

We are seeking a highly-organized and detail-oriented executive/personal assistant to support the managing director of a highly successful and fast-growing pharmaceutical company. This individual will use a holistic approach to handling both business and personal tasks to maximize the executive’s time and productivity and will be responsible for a full range of executive, administrative and personal duties. This role requires exceptional multitasking skills, strong discretion, and the ability to effectively navigate complex schedules, travel arrangements, and business operations. This is a high visibility position requiring a high level of professionalism, discretion and confidentiality.

WHAT WE OFFER:

• Potential for career growth in a financially stable, rapidly growing company
• Competitive pay
• Medical. Dental, and Vision Plans
• 401(k) with 4% employer contribution
• 50,000 company paid Life Insurance policy
• Two weeks paid vacation
• Six paid holidays
• Sick days per California Employment Law

KEY RESPONSIBILITIES:

Professional Support:

• Oversee a high-volume calendar and schedule personal and business appointments.
• Manage email inbox and correspondence.
• Coordinate communications with internal and external stakeholders.
• Maintain expense reports and time tracking.
• Plan and manage complex domestic and international travel, including flights, accommodations, transportation, itineraries and travel documentation.
• Organize team meetings, client/vendor meetings and offsites.
• Attend and/or represent the managing director at meetings, trade shows and conventions as needed.
• Manage projects and tasks ensuring timely completion and follow-up.
• Support the preparation, execution, tracking and timely completion of team’s projects, and identify potential issues.
• Conduct research and data analytics and provide technical support across multiple platforms.
• Prepare reports, presentations, and other documents.
• Coordinate special projects as assigned.
• Develop processes and procedures to improve efficiency.
• Handle confidential and sensitive information with discretion.

Personal Support:

• Coordinate business calendar with personal family calendar (school and sports activities, vacations, spouse calendar, etc.)
• Oversee management and maintenance of family households.
• Visit various household sites and properties.
• Pickup and deliver materials and documents and run errands when required.
• Provide other ad hoc personal support to the Managing Director as needed.

QUALIFICATION REQUIREMENTS (EXPERIENCE, TRAINING, SKILLS, EDUCATION):

Experience and education:

• Minimum of 4 years of experience as an executive/personal assistant to a C-level executive.
• Bachelor’s degree preferred.

Skills:

• Proactive, highly organized, and detail-oriented, with the ability to anticipate needs and execute flawlessly.
• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• Ability to manage multiple priorities, work autonomously, and collaborate with high-level executives.
• Adaptable and able to work under pressure with rapidly changing priorities.
• Ability to work as part of a team as well as independently.
• Strong attention to detail and ability to prioritize tasks.
• Adaptable to various competing demands while demonstrating the highest level of customer/client service.
• Proven ability to handle confidential information with discretion.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Disciplined, hard-working and extremely organized.
• Proficient in Microsoft Office Suite, Slack, expense management platforms and other relevant software with strong electronic and technical skills.

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