Executive Administrator, AIR

This is what you will do

We are seeking a highly experienced Executive Administrator with proven success supporting senior leaders in biotech or pharmaceuticals in a high-growth phase. This role provides high-impact administrative partnership to the VP & Business Unit Head of a fast-growing Respiratory business unit, with secondary support across the commercial leadership team (Sales, Marketing, and Strategy/Operations).

The ideal candidate is proactive, agile, decisive, exceptionally organized, and trusted with confidential information. They excel in a dynamic environment, anticipate needs before they arise, and keep leaders operating at peak effectiveness through flawless execution of calendars, travel, communications, meetings, and department rhythms.

You’ll be responsible for:

• Executive Leadership Support (Primary – VP & BU Head)
  
  
  
  
  • Own complex calendar management: prioritize, negotiate conflicts, protect focus time, and align scheduling with business priorities.
  
  
  • Coordinate domestic and occasional international travel end-to-end (air/hotel/ground, itineraries, contingencies, and rapid changes).
  
  
  • Prepare and polish executive-ready materials: presentations, agendas, briefing packets, talking points, and internal communications.
  
  
  • Manage expenses, purchase orders, and vendor interactions in accordance with policy; maintain accurate records and timely submission.
  
  
  • Act as gatekeeper and connector: triage requests, route decisions, and ensure follow through on commitments.
  
  
  
  


• Commercial Leadership Team Support (Secondary)
  
  
  
  
  • Support VP of Sales with scheduling, travel, meeting prep, and coordination across East/West Directors and RBD leadership layers.
  
  
  • Support two Heads of Marketing with calendars, meeting coordination, vendor interactions, and cross-functional project logistics.
  
  
  • Provide light support to the Head of Strategy & Operations (calendar coordination, document support, and selected meeting logistics).
  
  
  • Coordinate recurring cadences (leadership meetings, operating reviews, town halls) including agendas, minutes/action logs, and follow-ups.
  
  
  
  


• Business Unit Operations & Administrative Excellence
  
  
  
  
  • Drive administrative process improvements (templates, standard operating rhythms, tracking logs, and meeting hygiene).
  
  
  • Serve as a central liaison between leadership and internal/external stakeholders; ensure high responsiveness and professionalism.
  
  
  • Maintain confidentiality of personnel, financial, strategic, and customer information; use sound judgment with sensitive materials.
  
  
  • Coordinate events (offsites, workshops, leadership visits) including venue/logistics, AV, catering, and attendee communications.
  
  
  
  

You will need to have

• 8+ years of progressive administrative support experience overall.


• 5+ years of senior administrative / executive assistant experience in biotech, pharma, med device, or closely related regulated industry.


• Demonstrated success supporting senior executives (VP/SVP/BU Head) in fast-paced commercial or cross-functional environments.


• Advanced proficiency with Microsoft 365 (Outlook, PowerPoint, Word, Excel) and common collaboration tools (Teams/Zoom/SharePoint).


• Exceptional written and verbal communication; strong attention to detail and executive-level polish.


• High integrity and discretion; trusted with confidential information and sensitive communications.


• Proven ability to manage multiple priorities, ambiguity, and frequent changes while maintaining calm and service orientation.

We would prefer for you to have

• Experience supporting commercial leaders (Sales and Marketing) and understanding of field-based sales organizations.


• Comfort partnering with cross-functional teams (Commercial Ops, Medical, Market Access, Legal/Compliance).


• Experience building meeting cadences, action logs, and light project management for senior leadership teams.


• Bachelor’s degree or equivalent experience.

Location

Onsite role based in Cary, NC office. #LI-Onsite