Executive Assistant

Job Summary

Executive Assistant to the Business Unit Head (BUH) is a trusted executive partner who provides comprehensive, high-level administrative and operational support in a fast-paced, complex, and highly visible environment. This role requires exceptional organizational capability, discretion, and judgment, combined with strong executive presence and a service-oriented mindset.

The EA acts as a central point of coordination for the BUH, enabling focus on strategic priorities by anticipating needs, resolving issues independently, and ensuring seamless execution of day-to-day and long-range activities. The role includes responsibility for executive administration, global meeting and event management, stakeholder coordination, and preparation of high-quality business materials.

Responsibilities

• Executive Administrative Support
  • Provide comprehensive executive administrative support to the BUH and their direct reports, as needed.
  • Proactively manage a complex and dynamic calendar, prioritizing meetings and ensuring optimal use of executive time.
  • Coordinate domestic and international travel, including itineraries, logistics, and contingency planning.
  • Serve as a primary point of contact for internal and external stakeholders, managing communications and meeting logistics as required.
  • Manage delegation of approvals for timesheets, expenses, and other administrative workflows.
  • Handle highly sensitive and confidential information with discretion and professionalism.
• Meetings and Event Management
  • Arrange, coordinate, and host large-scale global virtual meetings, including:
    • Driving Microsoft Teams meetings
    • Opening and closing calls
    • Managing attendance records
    • Fielding and coordinating QA
  • Plan, coordinate, and deliver in-person meetings and events end-to-end, including logistics, venues, agendas, materials, and on-site coordination.
  • Ensure meetings are well structured, professionally delivered, and aligned with executive objectives.
• Business Presentation Support
  • Translates the BUH's high-level direction, notes, and concepts into clear, concise, and executive-ready PowerPoint presentations aligned to standard formats and messaging.
  • Synthesizes complex or unstructured input into well-organized, visually polished presentations suitable for senior leadership and external audiences.
  • Collate updates and inputs from Therapeutic Area Heads (TAHs) and direct reports to support key business deliverables and status updates.
  • Track and organize action items, follow-ups, and key outputs from leadership meetings.
• Stakeholder External Engagement
  • Act as point of contact for external meeting attendance and coordination, representing leadership with professionalism and credibility.
  • Build effective working relationships across senior leadership, direct reports, and global stakeholders.

Key Skills & Competencies

• Highly organized with exceptional attention to detail and follow-through.
• Proactive, solutions-oriented, and able to anticipate executive needs.
• Strong judgment, discretion, and ability to manage confidential information.
• Confident communicator with polished executive presence.
• Demonstrated ability to operate calmly and effectively in high-pressure, fast-paced environments.
• Strong planning and coordination skills, particularly for complex global meetings and events.
• Advanced proficiency in Microsoft Outlook, Teams, PowerPoint, and other standard business tools.

Experience & Qualifications

• Proven experience supporting senior leaders (Business Unit Head, SVP, EVP, or equivalent) in a complex, matrixed organization.
• Demonstrated experience managing executive calendars, travel, and high-profile meetings.
• Strong background in preparing executive-level presentations and business materials.
• Experience working in global organizations and across multiple time zones preferred.

Personal Attributes

• Trusted executive partner with a strong sense of accountability.
• Service-oriented mindset with a commitment to excellence.
• Professional, discreet, and credible ambassador for senior leadership.
• Able to work independently while maintaining close alignment with executive priorities.

Disclaimer: This job posting has been aggregated from external source. Role details, content, and availability are subject to change. Applicants are advised to confirm the latest information directly on the company website before applying.