Executive Administrator, CEO Office/Board – Pharma/Top $$

Job Type: 
Professional Services
Executive Support and Office Management
Other Professional Positions
Employment Category: 
Direct Hire

Our client, an RTP area pharmaceutical firm experiencing explosive growth, is actively recruiting for a top-notch, highly skilled candidate to provide executive support to the CEO.  This is a high profile, critical role that requires an exceptional candidate.  Company will offer industry-leading wage to attract and retain a star.

Key Things to Note:

  • This is a Director-level position involving regular interface with executives, board members, investors, media, etc.  Seek candidate whose administrative and technical skills are complemented by superb communication skills. Diplomacy and discretion will be key.
  • This CEO travels regularly and this EA will “manage” his office in his absence.  Seek seasoned EA with extensive experience standing in for key executives. Demonstrated ability to earn the trust and respect of a wide (and high demand) constituency will be important.
  • Role will involve proactively driving Board activities.  Substantial experience coordinating Board of Director events, including all necessary materials, is expected and required.
  • This is a fast-paced, highly dynamic setting.  The company is preparing for multiple launches, is getting tremendous industry interest and demands change frequently and suddenly.  Seek high energy, unflappable candidate who enjoys pace and stays focused despite disruption and priority shifts.
  • This position is primarily on-site at the RTP offices – with some schedule flexibility.  CEO is on-site, other than travel.

Selected Duties:

  • Ensure proper execution of administrative tasks focused on administrative and strategic initiatives, responding to e-mails, delegating tasks to the appropriate team member/department, scheduling meetings with various high-level executives at partner organizations, building presentations, etc.
  • Proactively triage and filter the CEO's email/phone calls/calendar/expense management; assist with personal appointments, tasks and travel as needed
  • Work with Chief of Staff, Senior Leadership and all employees to drive special projects, participate in selected meetings, conduct research, lead new initiatives, and manage sometimes complex schedules
  • Anticipate, research, and prepare documents for meetings (internal, external, client prospects, board members)
  • Own all scheduling and facilitation of senior leadership and board meetings (locations, schedules, agendas, materials, meals, etc.)
  • Track the timelines of internal and external projects to ensure that deadlines are met and goals accomplished
  • Demonstrate supreme discretion regarding company, manager, business, financial, and client/trade information
  • Demonstrate exceptional integrity; be fully invested in “doing the right thing” individually, for the CEO, and the company.

Targeted candidate will offer 8+ years of executive assistant experience including substantial experience supporting C-level executives and a Board of Directors. Experience supporting a CEO in in an emerging business setting is highly preferred. Pharma/biotech also a plus.

Other priorities include:

  • Experience planning and preparing materials for Board of Director meetings for a publicly held company
  • Exceptional organizational skills, including strong juggling skills and deadline orientation
  • Polished and professional verbal and written communication skills
  • Keen attention to detail
  • Advanced Outlook, Excel, and PowerPoint
  • Substantial experience crafting high quality documents and presentations
  • Longevity, growth, and impact in previous roles

Finally, and critically, we seek a seasoned and proactive executive assistant who knows how to anticipate a busy executive’s needs and has the skills, resourcefulness, and ownership to ensure that they are met.  Outstanding judgement, discretion, flexibility, and can-do work style will be key.

This is an immediate need.  Please forward resume for prompt consideration.  Local candidates targeted.