Planet Pharma
Company and Location
New York, NY 10022 – on‑site required once a week with flexible availability for events, catering, and other obligations.
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 (e.g. board and investor meetings), including agendas, materials, and follow‑up.
Manage executive communications, including email oversight and Teams‑based virtual meetings, and advanced functions such as recording management, live captions, presenter modes, and coordinating large multi‑stakeholder sessions.
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, 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, and other tools.
Provide backup support to other Executive Assistants as needed.
Perform additional duties as assigned by the direct manager.
Requirements
10+ years of experience as an Executive Assistant supporting senior leaders or C‑suite executives, including in biotech, pharma, medical device or clinical research.
Previous experience working in a start‑up environment.
Strong proficiency and demonstrated ease in using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), SharePoint, and Teams; knowledge and use of Chat GPT / AI.
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 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.
Preferred Requirements
Membership or involvement in an American Society of Administrative Professionals (ASAP), Executive Assistants Organization (EAO) or similar.
Experience working in a small company within the life science sector.
Seniority Level Mid‑Senior level.
Employment Type Full‑time.
Job Function Administrative.
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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 (e.g. board and investor meetings), including agendas, materials, and follow‑up.
Manage executive communications, including email oversight and Teams‑based virtual meetings, and advanced functions such as recording management, live captions, presenter modes, and coordinating large multi‑stakeholder sessions.
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, 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, and other tools.
Provide backup support to other Executive Assistants as needed.
Perform additional duties as assigned by the direct manager.
Requirements
10+ years of experience as an Executive Assistant supporting senior leaders or C‑suite executives, including in biotech, pharma, medical device or clinical research.
Previous experience working in a start‑up environment.
Strong proficiency and demonstrated ease in using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), SharePoint, and Teams; knowledge and use of Chat GPT / AI.
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 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.
Preferred Requirements
Membership or involvement in an American Society of Administrative Professionals (ASAP), Executive Assistants Organization (EAO) or similar.
Experience working in a small company within the life science sector.
Seniority Level Mid‑Senior level.
Employment Type Full‑time.
Job Function Administrative.
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