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.