Executive Administrative Assistant

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Job Description

The Executive Administrative Assistant provides high-level administrative, operational, and organizational support to the Head of Global R&D Policy and Innovation and Head of GRA Oncology TAU, enabling effective leadership of a global, highly matrixed function.

This role serves as a trusted partner to the Heads, proactively managing a complex global calendar, priorities, travel, meetings, communications, and administrative processes. The successful candidate will exercise strong judgment and discretion, anticipate needs, identify competing priorities and potential conflicts, and help ensure the executives' time and attention are focused on the most important business priorities.

The role also supports the effective operation and connectivity of the broader leadership teams, working with colleagues and administrative partners across Global Regulatory Affairs, Research & Development, Public Affairs, Legal, and other functions and regions.

Accountabilities

Executive and calendar support

• Proactively manage a complex and frequently changing global calendar, using sound judgment to prioritize meetings and protect time for critical business priorities, preparation, decision making, and follow-up.
• Understand the purpose, priority, participants, and required preparation for key meetings rather than managing the calendar solely as a scheduling function.
• Anticipate scheduling conflicts and competing demands and resolve them proactively, escalating when executive judgment is required.
• Coordinate meetings across global time zones and with senior internal and external stakeholders.
• Ensure the Heads are appropriately prepared for important meetings and engagements, including confirming logistics, participants, materials, and relevant background.
• Maintain appropriate flexibility to accommodate urgent portfolio, regulatory, policy, and leadership matters.

Leadership team and organizational support

• Support the effective operation of the Heads' leadership teams, including scheduling leadership meetings, coordinating agendas, organizing materials, and tracking key follow-up items.
• Help maintain visibility to significant commitments, milestones, external engagements, team events, and leadership priorities across the function.
• Coordinate with administrative colleagues supporting senior leaders across Global Regulatory Affairs, Research & Development, and other functions to facilitate cross-functional meetings and activities.
• Support planning and logistics for leadership meetings, team meetings, town halls, offsites, and other organizational events.
• Help create an organized and efficient flow of information across a geographically dispersed global team.

Travel, meetings and external engagements

• Plan complex domestic and international travel, considering business priorities, meeting schedules, travel requirements, and efficient use of executive time.
• Coordinate logistics for engagements with external stakeholders, including health authorities, industry associations, external experts, and other senior stakeholders, as required.
• Manage travel itineraries and respond quickly and calmly when arrangements change.
• Coordinate meeting rooms, virtual meeting arrangements, visitor logistics, catering, and other requirements for key meetings and events.

Administrative and operational management

• Manage expense reports, purchase orders, invoices, procurement activities, and other administrative processes accurately and on time.
• Support onboarding and offboarding, equipment, access, organizational updates, and other administrative needs for GRPI and GRA Oncology colleagues as appropriate.
• Maintain organized records and distribution lists and support document management and other team infrastructure.
• Handle sensitive and confidential information with a high degree of discretion.
• Identify opportunities to simplify administrative processes and improve the efficiency of the Head of GRPI and Head GRA Oncology TAU and the broader team.

Education, Experience and Competencies

• High school diploma or equivalent required; bachelor's degree or additional relevant education preferred.
• Significant experience supporting senior executives in a complex, global organization; experience in the pharmaceutical, biotechnology, healthcare, or another highly regulated industry preferred.
• Demonstrated ability to manage complex executive calendars and competing priorities with limited supervision.
• Exceptional organizational skills with strong attention to detail and consistent follow-through.
• Excellent judgment and ability to distinguish urgent matters from important matters and routine requests.

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