Executive Assistant

Nature and Scope

The Executive Assistant provides high-level administrative and operational support to multiple executives ensuring efficient management of schedules communications projects and departmental activities. This role serves as a key point of coordination between executives internal stakeholders and external partners while maintaining the highest level of professionalism confidentiality and organizational effectiveness.

Essential Duties and Responsibilities

Nothing in this job description restricts managements right to assign or reassign duties and responsibilities to this job at any time.

• Manage complex calendars for multiple executives including scheduling meetings appointments
• Coordinate and prioritize competing scheduling demands while ensuring optimal use of executive time.
• Prepare meeting agendas presentations reports and supporting materials.
• Draft edit and distribute professional communications on behalf of executives.
• Track and follow up on action items deadlines and key deliverables.
• Assist with day-to-day business-related activities for site(s).
• Coordinate staff meetings and special events.
• Prepare meeting materials presentations minutes and follow-up summaries.
• Arrange conference rooms catering and logistics as needed.
• Support all departmental and company meetings
• Coordinate domestic and international travel arrangements.
• Develop travel itineraries and ensure all necessary reservations are secured.
• Prepare and reconcile expense reports in accordance with company policies.
• Perform any other tasks/duties as assigned by management.

Education Requirements and Qualifications

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required.

• Bachelors degree required.
• Minimum 5-7 years of executive administrative support experience.
• Experience supporting multiple senior-level executives simultaneously.
• Experience in a corporate manufacturing pharmaceutical healthcare or regulated environment preferred.
• Experience using Concur preferred
• Exceptional organizational and time-management skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Excellent verbal and written communication skills.
• Advanced proficiency in Microsoft Office Suite including Outlook Word Excel PowerPoint and Teams.
• Strong problem-solving and decision-making skills.
• Ability to handle confidential and sensitive information with discretion.
• Demonstrated professionalism sound judgment and initiative.
• Ability to work independently with minimal supervision.
• Ability to work overtime as needed.

Physical Environment and Requirements

• Ability to work in an office environment.
• Ability to sit stand and use a computer for extended periods.
• Occasional travel may be required.

American Regent celebrates diversity and we are committed to creating an inclusive environment for all employees. We are an Equal Opportunity Employer and all qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin disability status or protected veteran status.

Applicants have rights under Federal Employment Laws.

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