Executive Assistant II

Executive Assistant II

The Executive Assistant is a trusted partner to senior executive leaders, providing high-level administrative and operational support in a fast-paced, complex environment. This role requires sound judgement, exceptional organizational skills, and the ability to anticipate executive needs while managing multiple priorities with discretion and professionalism.

The Executive Assistant operates with a high degree of autonomy, supporting executive leaders who engage regularly with internal and external stakeholders at the most senior levels across the organization.

Key Responsibilities

• Provide comprehensive, proactive administrative support to senior executives, ensuring efficient day-to-day operations

• Manage complex calendars, scheduling internal and external meetings across multiple time zones, with flexibility for urgent and last-minute changes

• Coordinate domestic and international travel, including flights, ground transportation, accommodation, visas, and passport renewals

• Prepare, edit, and compile executive-level presentations, reports, dashboards, and briefing materials

• Support planning and execution of onsite and virtual meetings, including agendas, logistics, catering, and follow-up actions

• Act as a key liaison with other Executive Assistants to align schedules, travel plans, and leadership activities

• Handle highly confidential and sensitive information with absolute discretion and professionalism

• Process and reconcile travel and expense reports using Concur

• Screen and manage executive communications, including phone calls, emails, and correspondence, ensuring timely and appropriate responses

• Maintain organized electronic and physical filing systems in line with company and compliance standards

• Support special projects and initiatives requiring independent judgement, coordination, and follow-through

• Ensure office operations run smoothly, including supply management and ad hoc executive support as needed

• Skills & Capabilities

• Demonstrated ability to work independently with minimal direction while exercising sound judgement

• Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint; SharePoint experience preferred. Diligent experience a plus.

• Strong written and verbal communication skills, with confidence engaging senior leaders and external partners

• Highly organized, detail-oriented, and able to manage competing priorities under pressure

• Proactive, solutions-focused mindset with strong anticipation and planning skills

• Professional presence, discretion, and ability to navigate a corporate executive environment

• Strong interpersonal skills and a collaborative, team-oriented approach

• Qualifications & Experience

• High school diploma or equivalent required; college degree preferred

• Minimum of three years’ experience supporting senior leaders in an executive assistant role

• Experience in a corporate or highly regulated environment preferred, pharmaceutical or life sciences experience a plus

• Additional Requirements

• Willingness to work extended hours or overtime as business needs require

• Ability to handle confidential information with the highest level of integrity

• Reliable transportation required

• Equal Opportunity Employer

• We are proud to be an equal opportunity employer. We welcome and encourage applications from all qualified candidates regardless of race, sex, gender identity or expression, disability, age, religion or belief, sexual orientation, or any other characteristic protected by applicable laws and regulations. It is our policy not to discriminate against any applicant or employee, and we are committed to fostering a diverse, inclusive, and respectful work environment across all locations in which we operate. We believe that diversity, equity, and inclusion are fundamental to our mission and enhance our ability to serve clients globally. If you have a disability or require any reasonable accommodations during the application or interview process, please inform your recruiter or contact us(opens in new tab) directly so that we can explore the appropriate arrangements.

• Fraud Alert

• Candidate safety is a top priority at Planet Pharma. The industry has seen an increase in people falsely representing themselves as recruiters to gather personal information from job seekers. For your safety, do not provide sensitive data to anyone you have not spoken with thoroughly, never provide banking information during the application process and always double check the email address of the Recruiter to ensure it’s from an official Planet Pharma domain (@planet-pharma.com, @planet-pharma.co.uk, and @ppgadvisorypartners.com) and not a domain with an alternative extension like .net, .org or .jobs.

• Share This Job

• Share on Linkedin

• Share on WhatsApp

• Share on Email

• Stay up to date with the

• latest opportunities

• Sign Up for Job Alerts Today →