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Executive Support Specialist

2 months ago

Cambridge, Massachusetts, United States Planet Pharma Full time
Job Title: Executive Assistant

Planet Pharma is seeking a highly skilled and experienced Executive Assistant to provide exceptional support to our senior leadership team.

Job Summary:

The Executive Assistant will serve as a key member of our team, providing administrative support to our Senior Vice President, Data Science, Statistics & Epidemiology, and other Vice Presidents. This role requires a high level of discretion, organization, and communication skills to manage complex calendars, travel arrangements, and confidential information.

Key Responsibilities:

  • Manage calendars, expenses, and travel for senior leaders and provide additional support as needed.
  • Schedule complex meetings, including catering, room setup, and audio-visual arrangements.
  • Manage new vendor setup and execution of agreements.
  • Schedule and execute vendor, agency visits, and coordinate lunch orders and meeting setups.
  • Organize and document meeting minutes, deliverables, timelines, and distribute.
  • Schedule other meetings, seminars, and training workshops.
  • Provide additional support as needed for the greater department, including travel coordination, cross-functional team calendaring, and business supplies.
  • Develop and manage team collaboration sites, document repositories, and create organizational charts and distribution lists.
  • Assist with hiring and onboarding new team members.
  • Prepare materials for meetings, seminars, training workshops, presentations, and special projects.
  • Create and update presentation materials using PowerPoint, Excel, and Word.
  • Manage confidential information and maintain a high level of discretion.
  • Participate in company-wide Executive Admin team meetings, initiatives, and coverage.
  • Provide backup support to other assistants as needed.

Requirements:

  • Bachelor's degree required with 2-4 years of professional experience.
  • Experience within a pharmaceutical or biotech organization is strongly preferred.
  • Excellent verbal and written communication skills required.
  • Excellent working knowledge of MS Office applications, including PowerPoint, Excel, and Word.
  • Ability to organize work, establish priorities, set, and meet individual and team goals.
  • Ability to communicate effectively and professionally.
  • Detail-oriented, strong organizational skills, and proven team player.
  • Exercise good judgment and be solution-oriented in a fast-paced organization.