Planet Pharma is hiring: Sr. Executive Assistant in New York

Job Description

Target Pay Rate: 100-125k (salary commensurate with experience)

Job Summary: The Sr Executive Assistant reports directly to the Chief Executive Officer (CEO) and is responsible for providing a full range of administrative support to the leadership team. This role requires exceptional organizational skills, discretion, and the ability to manage a wide range of administrative tasks and projects efficiently. The Sr Exec Assistant serves as a trusted partner to the leadership team and is responsible not only for expert calendar, meeting, and travel management, but also for building administrative processes, enabling efficient decision‑making, and strengthening communication with internal colleagues and external stakeholders. This role requires exceptional judgment, professionalism, and interpersonal skills to cultivate trust quickly and maintain discretion in handling sensitive information.

Essential Duties And Responsibilities

• Partner with the CEO and senior leaders to anticipate needs, manage workflows, and drive follow‑through on priorities.
• Coordinate seamlessly across internal teams and external stakeholders.
• Provide executives with briefings to support prioritization of activities.
• Strategically manage complex calendars and prioritize meetings across time zones; act as a gatekeeper for executive time.
• Plan and execute external stakeholder meeting logistics (board and investor meetings, etc.).
• Manage executive communications, including email oversight and Teams virtual meetings.
• Coordinate domestic and international travel for employees, including itineraries, visas, lodging, and event logistics.
• Prepare detailed travel briefs, adjust plans in real time, and support travel needs for off‑sites and company events.
• Process and reconcile expenses accurately and maintain organized financial records.
• Draft, proofread, and format executive‑level correspondence, presentations, and reports.
• Maintain memberships and subscriptions, documents, and systems; manage special projects and build efficient administrative processes; provide periodic briefings to CEO on outstanding items and upcoming priorities.
• Support office operations, including visitor management and maintaining a professional work environment.
• Seamlessly use technology, AI, Chat GPT, Copilot, Microsoft, Teams, etc. to maximize effectiveness.
• Provide backup support to ITB‑MED and Nefro Health Executive Assistants as needed.
• Perform additional duties as assigned by the direct manager.

What You Need To Succeed (Requirements)

• 10+ years of experience as an Executive Assistant supporting senior leaders or C‑suite executives, preferably within biotech, pharma, clinical research, or a science‑driven organization.
• Demonstrated experience managing complex international travel, visas, and executive itineraries.
• Proven ability to work independently, exercise strong judgment, and maintain confidentiality.
• Exceptional written and verbal communication skills, including experience interfacing with executives, investors, board members, and scientific leaders.
• Outstanding organizational skills with the ability to manage multiple competing priorities in a fast‑paced and dynamic environment.
• High level of attention to detail, accuracy, and professionalism.
• Ability to travel domestically and internationally as needed.
• Flexibility to work from the NYC office (schedule varies).
• Adaptability and ability to support evolving organizational needs as the company grows.

You Will Also Benefit From (Preferred Requirements)

• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), SharePoint, and Teams; knowledge and use of Chat GPT / AI an advantage.
• Membership/involvement in the American Society of Administrative Professionals (ASAP), Executive Assistants Organization (EAO) or similar.
• Experience from working in a small company within the life science sector.

What We Offer (Benefits)

• Competitive compensation and benefits package with 90% of healthcare premiums covered by the employer for medical insurance, including dependents; generous contributions to the HSA plan.
• 100% of vision, dental, short‑term disability, long‑term disability, and life insurance covered; additional supplemental benefits are also offered.
• 5% contribution to 401K regardless of employee contribution.
• Student Loans repayment assistance.
• Commuter benefits.
• Employee Assistance program.
• Choice of Mac or PC.
• Apple AirPods.
• Latest Apple iPhone.
• Beautiful office in NYC, including a gym.

Seniority level

Not Applicable

Employment type

Full‑time

Job function

Administrative

Industries

Staffing and Recruiting

The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.