Executive Assistant
Job Type: Full-time

Responsibilities:

We are seeking an exceptional Executive Assistant to provide comprehensive administrative and strategic support for our client. This critical role demands a sophisticated professional capable of managing complex, multi-jurisdictional operations while maintaining absolute discretion with highly sensitive corporate information. The successful candidate will serve as a trusted liaison across all business divisions, demonstrating exceptional organizational skills, technical proficiency, and strategic thinking.  

  • Manage global calendar and travel logistics, including visas and itineraries 
  • Prepare executive materials: briefings, reports, presentations 
  • Handle confidential correspondence and stakeholder communications 
  • Organize board meetings, investor relations, and strategic sessions 
  • Maintain filing systems and document control 
  • Liaise between CEO and cross-functional teams 
  • Coordinate projects and track deliverables 
  • Support business reviews, reports, and regulatory filings 
  • Assist with M&A due diligence 
  • Manage external partnerships and regulatory agency interactions 
  • Oversee legal, audit, and compliance communications 
  • Facilitate HQ-subsidiary coordination 
  • Lead PR and media engagements 
  • Design materials using Adobe Suite; while upholding brand standards 
  • Manage digital assets and support product launches 
  • Coordinate with external creative/technical agencies

 

Qualifications:

  • Bachelor’s degree in Business, Communications, or related field (preferred) 
  • MBA or advanced degree in relevant field good to have 
  • 7–10+ years as Executive Assistant, ideally in pharma, nutraceuticals, or tech manufacturing 
  • Familiarity with intellectual property management and patent processes 
  • Professional certification in project management (PMP) or administrative management (CAP) 
  • Experience with pharmaceutical or nutraceutical product development cycles preferred 
  • Knowledge of international regulatory requirements and compliance standards 
  • Experience with investor relations and capital markets activities 
  • C-level support experience in multinational settings 
  • Skilled in handling confidential info and regulatory compliance 
  • Excellent English communication; other languages a plus 
  • Strong organizational, project management, and problem-solving skills 
  • Independent, detail-oriented, and flexible with time zones 
  • Culturally aware and security-conscious (NDAs, info security, background checks) 
  • Proficient in MS Office 365 and Adobe Creative Suite 
  • Familiar with:  • CRM tools (Salesforce, HubSpot)  • PM tools (Asana, Monday.com)  • Video platforms (Zoom, WebEx)  • Document management/version control  • Basic HTML/CSS for email/web content 
  • Amenable to work 4:00 PM – 1:00 AM, Monday to Friday

 

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