Executive Assistant

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Job Description

Executive AssistantJob Summary**PPL Pharma Inc. is seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative support to our executive leadership team. In this role, you will serve as a primary point of contact and liaison, managing schedules, coordinating critical communications, and ensuring the smooth day-to-day operations of the executive office in a fast-paced pharmaceutical environment.

Job Responsibilities**

* Calendar & Schedule Management: Proactively manage complex executive calendars, prioritizing inquiries, scheduling meetings across multiple time zones, and resolving scheduling conflicts.
* Travel & Expense Coordination: Arrange detailed domestic and international travel itineraries, including flights, lodging, and ground transportation, and prepare timely expense reports.
* Communication Liaison: Serve as a gatekeeper and primary point of contact for internal and external stakeholders, handling sensitive and confidential information with the utmost discretion.
* Meeting Preparation: Organize and prepare materials, agendas, presentations, and briefings for executive-level meetings and board presentations; record meeting minutes and track action items.
* Administrative Support: Draft, edit, and proofread correspondence, memos, and reports. Maintain organized digital and physical filing systems for executive records.
* Project Management: Assist with ad-hoc projects, departmental events, and cross-functional initiatives as directed by the executive team.

Job Qualifications**

* Education: Bachelor’s degree in Business Administration, Communications, or a related field is preferred.
* Experience: Minimum of 5 years of experience supporting C-level executives, preferably within the pharmaceutical, biotech, or healthcare industries.
* Technical Skills: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms (Zoom, Microsoft Teams).
* Communication Skills: Exceptional verbal and written communication skills with a professional demeanor suitable for interacting with high-level executives and external partners.
* Organizational Skills: Outstanding time management abilities, a keen attention to detail, and a proven track record of managing multiple competing priorities simultaneously.
* Adaptability: Ability to work independently, exercise sound judgment, and remain calm under pressure in a dynamic, fast-evolving business environment.