Senior Executive Assistant (Field Medical)

What you’ll do

The successful Executive Assistant will serve as a trusted partner to the VP, Field Medical and designated senior leaders, helping them remain organized, prepared, and focused on business priorities. Partner closely with the Senior Executive Assistant to the Chief Medical Affairs Officer to coordinate priorities, leadership activities, and administrative support across the Medical Affairs organization.  This individual will independently manage competing priorities, anticipate needs, coordinate complex schedules and meetings, and track decisions and action items through completion, delivering high-quality work with minimal supervision. This role offers room to improve processes and take ownership of operational projects. The strongest candidate brings sound judgment, discretion, proactive communication, attention to detail, and consistent follow-through while building strong relationships across the organization. By keeping leaders focused and operations running smoothly, this role directly supports the Field Medical team in bringing transformative medicines to patients.

Responsibilities

• Executive and senior leader support. Provide comprehensive administrative support to two to three executive leaders and shared operational support to senior leaders across Medical Strategy and Field Medical. Document-preparation, stakeholder-coordination, tracking-system, town-hall/culture, and Teams/Zoom language
• Complex calendar management. Proactively manage complex calendars for executive and senior leaders, prioritizing requests, resolving conflicts, protecting focus time, and aligning schedules with business priorities across multiple time zones.
• Functional and leadership meetings. Coordinate functional, departmental, and leadership team meetings; prepare agendas, pre-read materials, and presentations; document key decisions and action items; and follow up to support timely completion.
• Internal communications. Draft and coordinate team announcements, recognition, and internal updates on behalf of leaders.
• Medical congresses, trainings, off-sites, and special events. Plan and coordinate medical team logistics that help our teams work effectively at medical congresses, team training, off-site meetings, and special events, including sourcing hotel and meeting-room blocks, managing contracts and timelines, and coordinating catering and on-site logistics.
• Domestic and international travel and expenses. Coordinate complex domestic and international travel, including flights, accommodations, ground transportation, itineraries, and last-minute changes; prepare and submit accurate expense reports and supporting documentation in a timely manner.
• Contracts, purchase orders, and invoices. Coordinate contract review and approval, route agreements for signature through DocuSign, maintain electronic records in Gatekeeper, and track contracts through timely execution.
• Recruiting and employee onboarding. Support recruiting and new-hire onboarding by coordinating interviews, distributing candidate materials, scheduling onboarding meetings, arranging systems and building access, updating distribution lists, and serving as an initial point of contact.
• Vendor and agency onboarding. Coordinate onboarding for new vendors and agencies, ensuring required agreements, documentation, system access, and enablement are completed. Manage SOWs, contracting, and purchase orders (via Coupa).
• Cross-functional projects. Coordinate and independently manage administrative and operational projects that support team priorities, partnering cross-functionally with other EAs, People Business Partners, Marketing, Clinical Development, Legal, Finance, and other stakeholders.
• Process improvement. Identify, recommend, and implement improvements to administrative workflows, team processes, and project-tracking practices.

Where You’ll Work

This U.S.-based, remote role reports to the VP, Field Medical and requires travel approximately quarterly for off-site team meetings or visits to the San Francisco office, based on business priorities.

Experience & Skills Requirements

• 4+ years of administrative assistant experience working with all levels of management, ideally supporting C-suite or senior leadership in the biopharmaceutical, biotechnology, or healthcare industry.
• Experience planning medical congresses, off-sites, or large meetings, and familiarity with tools such as Workday, Coupa, DocuSign, and Gatekeeper, is a plus.
• Demonstrated ability to independently manage complex calendars, competing priorities, and high volumes of requests.
• Exceptional attention to detail and accuracy, with a track record of producing high-quality work with minimal supervision.
• Strong business judgment, with the ability to understand organizational priorities, make appropriate scheduling decisions, and escalate issues when necessary.
• Proactive and solutions-oriented, with a demonstrated ability to anticipate conflicts, identify missing information, and resolve routine issues before escalation.
• Strong written and verbal communication and interpersonal skills, with the ability to build effective relationships across all organizational levels and with external partners.
• Demonstrated discretion, sound judgment, and ability to handle confidential and sensitive information appropriately.
• Ability to independently manage projects, adapt to changing priorities, work effectively under pressure, and consistently meet deadlines.
• Demonstrated curiosity and willingness to expand responsibilities and develop new capabilities.
• Advanced proficiency in Microsoft Office applications, including Outlook, Word, PowerPoint, Excel, and SharePoint; experience with—or willingness to learn—Microsoft Copilot, ChatGPT, and other approved AI and productivity tools.