Senior Administrative Assistant I

The Opportunity:

The Administrative Assistant to the Pharmaceutical Development and Manufacturing (PDM) serves as a trusted operational and strategic partner, providing high-level administrative, project coordination, and communication support. The ideal candidate is highly organized, proactive, discreet, and comfortable operating in a fast-paced, matrixed environment with senior stakeholders.

Administrative Support

• Manage complex, multi-time-zone calendar scheduling for the Pharmaceurical Development leadership team (PDMLT), optimizing time against strategic priorities.

• Coordinate domestic and international travel, prepare detailed itineraries, and ensure timely submission and reconciliation of expenses.

• Prepare meeting agendas, briefing materials, and background documents; ensure follow-up on action items and decisions.

• Anticipate needs, prioritize incoming requests, and deploy appropriate resources to ensure timely execution.

• Maintain organized documentation, trackers, and communication systems that support executive decision-making and visibility.

Leadership Support

• Prepare detailed onboarding itineraries and materials for incoming Vice Presidents.

• Draft and distribute internal communications related to promotions, new hires, leadership changes, and policy updates.

• Compile confidential data for quarterly board and executive reports, including headcount, attrition, and diversity metrics.

• Track and manage compliance and mandatory training deadlines for the leadership team.

• Prepare agendas and pre-read materials for performance calibration, succession planning, and talent review meetings.

Project Coordination

• Manage day-to-day coordination of  PDMLT priority projects and initiatives across regions and PDM disciplines.

• Coordinate cross-functional working groups for harmonization and transformation efforts, driving accountability and follow-through.

• Maintain integrated tracking of global initiatives, programs, and workstreams, partnering with regional PDM leaders to ensure alignment on milestones and deliverables.

• Develop status reports, dashboards, and executive summaries for leadership review.

• Identify risks, blockers, and escalation points; proactively problem-solve with stakeholders and keep the PDMLT informed.

• Support strategic planning processes, including preparation of materials, tracking action items, and coordinating follow-up meetings.

Communication & Stakeholder Engagement

• Draft, edit, and format communications, presentations, and reports for review and distribution to PDM leadership.

• Coordinate logistics for PDM leadership meetings, town halls, and planning sessions.

• Serve as a point of contact between the PDM-LT and internal or external stakeholders, as appropriate.

Required Skills, Experience and Education:

• Minimum of 3 years of experience in executive administrative support, coordination, or project management, preferably in a global or matrixed environment.

• Corporate or agency experience preferred.

• Prior experience supporting senior leaders or C-suite executives strongly preferred.

Preferred Skills:

• Proven ability to manage multiple projects and shifting priorities for senior leadership.

• Strong experience with complex scheduling and travel logistics.

• Exceptional organizational skills, attention to detail, and demonstrated discretion with confidential information.

• Ability to work independently with minimal direction and manage time effectively.

• Excellent written and verbal communication skills; comfortable engaging with senior stakeholders.

• Proactive, adaptable, resourceful, and calm under pressure.

• Proficiency in Microsoft Office (Outlook, SharePoint, Excel, PowerPoint) and collaboration tools such as Microsoft Teams.

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