Executive Assistant

This is a fully remote position, open to applicants in United States.

📋 Description

• Deliver high-level, proactive administrative and operational assistance to the Chief Regulatory & Safety Officer.

• Act as a reliable coordination partner to the GRAPS Leadership Team.

• Strategically oversee the executive’s complex and dynamic calendar, accommodating enterprise priorities, global time zones, and external commitments.

• Evaluate meeting requests, resolve conflicts, suggest priorities, and provide context, materials, and logistical details.

• Organize GRAPS Leadership Team, extended leadership, all-employee, and cross-functional meetings.

• Create and conduct quality checks on briefing packages, presentations, agendas, pre-reads, and supplementary materials.

• Document or coordinate meeting notes, decisions, actions, owners, and due dates; maintain action and decision logs.

• Facilitate interactions for the Executive Management Team, Board, health authorities, partners, and other significant engagements.

• Arrange intricate domestic and international travel plans, including itineraries, transportation, accommodations, visas, logistics, and contingencies.

• Develop travel briefs and manage last-minute adjustments across time zones.

• Prepare, reconcile, and submit expense reports and corporate card documentation.

• Organize leadership off-sites, team meetings, and special events, including venues, vendors, materials, attendees, and budgets.

• Serve as a professional initial point of contact for internal and external stakeholders.

• Draft, edit, proofread, and format executive correspondence, announcements, presentations, and communications.

• Maintain collaborative relationships across GRAPS, Executive Management, HR, Finance, Legal, Procurement, IT, Communications, and the executive-assistant network.

• Manage sensitive organizational, personnel, business, regulatory, and safety-related information with confidentiality.

• Keep organized records, distribution lists, leadership materials, shared workspaces, templates, and contact information with version control.

• Coordinate purchase requisitions, purchase orders, contracts, invoices, vendors, and consultant onboarding.

• Assist with onboarding and offboarding logistics for GRAPS leaders and priority hires.

• Provide administrative coordination for GRAPS priorities, engagement activities, recognition efforts, and special projects.

• Identify opportunities to streamline processes, enhance meeting effectiveness, and promote consistency across GRAPS.

⛳️ Requirements

• A Bachelor’s degree in business administration, communications, or a related discipline is preferred; an equivalent combination of education and relevant experience is acceptable.

• Typically, 8 or more years of progressively responsible administrative experience, including significant experience supporting a senior executive or executive leadership team in a global organization.

• Experience in the pharmaceutical, biotechnology, healthcare, or another highly regulated industry is strongly preferred.

• Proven track record of managing complex calendars, global travel, confidential information, executive meetings, expenses, and competing priorities with minimal supervision.

• Advanced proficiency in Microsoft Outlook, Word, PowerPoint, Excel, Teams, SharePoint, and related collaboration tools; ability to quickly learn new systems.

• Excellent written and verbal English communication, editing, proofreading, formatting, and executive-presentation skills.

• Experience coordinating vendors, purchase orders, contracts, invoices, onboarding, and large or high-profile meetings is preferred.

• Exceptional discretion, integrity, and judgment, with a clear understanding of when to act independently and when to escalate.

• Highly proactive and anticipatory, with strong ownership, attention to detail, and consistent follow-through.

• Ability to prioritize quickly, maintain composure under pressure, and adapt to shifting demands and last-minute changes.

• Service-oriented while assertively protecting executive priorities and managing expectations.

• Collaborative, diplomatic, culturally aware, and effective with stakeholders at every organizational level.

• Capable of simplifying complexity, communicating clearly, and structuring ambiguous or fast-moving situations.

• Committed to patients, quality, compliance, inclusion, and respectful teamwork.

• Willingness to travel domestically and internationally up to approximately 15%.

🏝️ Benefits

• 401(k) plan with company match

• Medical, dental, and vision plans

• Company-offered Life and Accidental Death & Dismemberment (AD&D) insurance

• Company-provided short and long-term disability benefits

• Pet Insurance and Legal Insurance

• Employee Assistance Program

• Employee Discounts

• Professional Development

• Health Saving Account (HSA)

• Flexible Spending Accounts

• Various incentive compensation plans

• Accident, Critical Illness, and Hospital Indemnity Insurance

• Mental Health resources

• Paid leave benefits for new parents

• Discretionary annual bonus or incentive compensation plan eligibility

• Discretionary stock-based long-term incentives

• Paid time off

• Comprehensive benefits package

• Inclusive environment and equal opportunity employer