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Executive Assistant to CEO and Chief of Staff at Global Biopharma Company

Bloom Talent
Full-time
Remote
United States

Global biopharma company with products in neuroscience and oncology is looking for a highly seasoned Executive Assistant to support the Office of the CEO. This is an exciting opportunity to join a highly respected team that is genuinely committed to helping people with life-changing treatments. In this role, you'll provide primary support to the CEO (and secondary support to the Chief of Staff, managing strategic calendaring to balance shifting priorities, coordinating internal and external meetings, meeting prep across multiple time zones, coordinating extensive domestic and international travel, and handling all trip logistics. You'll support board meeting logistics, including travel and transportation, reservations, expenses, and board content organization and document management. Someone who is a career EA who thrives in fast-paced environments and can juggle multiple balls with incredible attention to detail while being a high-order problem solver who can think strategically, find efficiencies, and lean into technology.  This is a fully remote role, East Coast preferred, with required travel to up to four off-site meetings per year. 150-175K+ DOE + equity, bonus, 401k with match, flexible PTO, and annual wellness stipend.  

Responsibilities:
  • Strategically manage complex calendars with prioritization, critical judgment, and proactive time blocking to support shifting priorities
  • Work closely with the CEO to ensure professional commitments and travel plans are shared on personal calendar and on occasion, assist with coordinating personal appointments when conflicts or changes arise from professional schedules.
  • Plan and oversee all domestic and international travel logistics, including flights, accommodations, ground transportation, workspace arrangements, and meaningful in-person engagement opportunities. Working with the Chief of Staff to identify stakeholders. 
  • Partner with the Director of Operations to support board director travel, including airfares, accommodations, reservations, expenses, etc. Manage communications 
  • Organize, upload, manage access permissions, and maintain documentation and materials for executive and board meetings.
  • Prepare, submit, and follow up on expense reports and financial transactions in a timely and compliant manner.
  • Manage purchase requisitions, purchase orders, statements of work, invoices, check requests, and approval processes from start to finish.
  • Maintain organizational records such as reporting structures, distribution lists, and executive office documentation.
  • Collaborate with administrative, operations, and workplace teams across multiple locations and time zones to deliver consistent executive support as needed for meetings for the Office of CEO. 
  • Manage productivity tools and organizational systems to ensure efficient workflows and information accessibility.
  • Travel periodically to support off-site and international meetings, providing on-site logistical and operational assistance.
  • Continuously identify process improvements to enhance efficiency, protect executive time, and ensure the timely delivery of administrative priorities.
Qualifications:
  • 10+ years of experience as an Executive Assistant, supporting senior executives in a high-level support role.
  • Proven ability to thrive in fast-paced, high-energy environments, preferably with experience in a global company in biotech or pharma.
  • Strong ability to prioritize, multitask, and operate independently while building collaborative relationships with leadership, peers, and partners.
  • Resourceful self-starter with strong problem-solving skills and the ability to proactively seek information and solutions.
  • Excellent written and verbal communication with strong interpersonal skills, confidence in interacting with all levels of stakeholders. 
  • Exceptional organizational skills, attention to detail, and sound judgment in evaluating requests, schedules, and priorities.
  • Demonstrated ability to think critically, take initiative, and apply creative approaches to projects and operational challenges.
  • Strong commitment to professionalism, confidentiality, compliance standards, and ethical conduct.
  • Growth-oriented mindset with a willingness to learn, adapt, and continuously improve performance.
  • Confidence to constructively challenge decisions when needed to protect executive priorities and improve office efficiency.
  • Advanced proficiency in Microsoft Outlook, Teams, Word, Excel, OneNote, PowerPoint, and Zoom.
  • Project management experience or certification preferred.
  • College degree strongly preferred.
 
*Please Note: Your application will be considered for all open positions. You do not need to apply for multiple roles.
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