Executive Assistant

The Executive Assistant (EA) 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.

Key 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 & 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 Q&A

• 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.