Planet Pharma is hiring: Executive Administrative Assistant in New Haven

Overview

We are seeking a highly organized and proactive Executive Assistant with a C-Suite background to support the Chief Scientific Officer (CSO) and Chief Commercial Officer (CCO). The ideal candidate will have demonstrated experience interacting with broader teams as this role blends classic executive assistant responsibilities with research support and project coordination for the Research and Commercial leadership team members. The ideal candidate thrives in a dynamic, fast-paced environment, demonstrates excellent judgment, and can seamlessly partner with internal legal, procurement and finance departments, vendors, and internal and external stakeholders at all levels.

Key Responsibilities

• Executive Support
• Provide direct administrative support to the CSO and CCO, including calendar management, travel planning, and meeting preparation.
• Anticipate needs, prepare briefing materials, and ensure smooth daily operations.
• Manage confidential information with discretion and professionalism.
• Manage multiple inputs, projects, and communication in a fast-paced environment.
• Research & Operational Support
• Assist in coordinating with Project Program Managers and Asset Team leaders for Research and Commercial cross-functional research initiatives, ensuring clear milestones and deliverables.
• Support carving out time for and anticipating preparation of scientific presentations, research summaries, external communications, and investor relations.
• Partner with Legal and Compliance on document execution (SOWs, contracts), vendor onboarding, and contract tracking.
• Liaise with external vendors, collaborators, and consultants, ensuring contracts and deliverables are completed on time.
• Track project progress, create clear action plans, and “check the boxes” to close loops and drive accountability.
• Maintain documentation systems for research, legal, and administrative workflows.
• Team & Communication
• Serve as a central point of contact for the research leadership team, coordinating information flow and follow-ups.
• Draft, edit, and organize communications, ensuring clarity and precision.
• Foster strong working relationships across internal teams and external partners.

Qualifications

• Proven experience as a C-Suite Executive Assistant preferably in a biotech / pharmaceutical / research environments with track record of assisting multiple Executives and their teams.
• Strong organizational skills with the ability to prioritize, problem-solve, and manage multiple complex tasks simultaneously.
• Exceptional written and verbal communication skills; able to translate complex details into clear, actionable plans.
• Inquisitive and resourceful, with a proactive mindset and “ownership” mentality.
• Comfortable working with highly confidential information and sensitive projects.
• Adept at leveraging software tools, communications, etc.
• Knowledge of Microsoft Office plus commonly used procurement, expense report and legal software (Concur, Coupa and Agiloft).

Attributes for Success

• A natural “box-checker” who ensures nothing slips through the cracks.
• Fast learner.
• Team player, known for strong collaboration skills with other Executive Assistants.
• Adept at working with senior leadership, legal, and vendors in a professional and diplomatic manner.
• Curious and eager to learn about research operations, with the ability to ask insightful questions.
• Calm under pressure, solutions-oriented, and adaptable to shifting priorities.

Seniorities & Employment

• Seniority level: Associate
• Employment type: Contract
• Job function: Administrative
• Industries: Staffing and Recruiting, Biotechnology Research, and Pharmaceutical Manufacturing

We are looking to refine and optimize our processes; apply to join a dynamic team that supports both research and commercial leadership.