Executive Administrative Assistant

Integrichain - Philadelphia, PA

Full-time - Entry Level

Hybrid - Philadelphia, PA

Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services

About the position

IntegriChain is seeking an Executive Administrative Assistant to support the CEO and the Executive Leadership Team (ELT) in a dynamic and fast-paced environment. This role is crucial for ensuring the smooth operation of the executive office, requiring a proactive individual who can manage complex calendars, travel logistics, and various administrative tasks. The Executive Administrative Assistant will be responsible for owning the calendar and travel schedule for the CEO and key ELT members, coordinating key internal meetings, and assisting with event logistics for major conferences. The position demands a high level of organization, attention to detail, and the ability to handle confidential information with discretion. The successful candidate will work closely with the Sales team to maximize customer travel opportunities and will be involved in strategic planning and event execution for the Portfolio Management Office. This includes preparing documents, managing spreadsheets, and taking minutes during meetings. The role requires a self-starter who can adapt to changing priorities and work effectively without supervision. The Executive Administrative Assistant will also be expected to maintain effective communication with all members of the IntegriChain team and external parties, ensuring a positive and professional environment. This position is primarily onsite in the Philadelphia office, with a hybrid working environment that allows for flexibility. The candidate should be prepared to visit the office 2-3 times a week and during key meeting days, with potential for international travel as needed based on business requirements. Success in this role will be measured by the ability to keep the executive calendars organized, anticipate issues, and maintain a positive attitude while living the company values of Healthcare Passion, being Data Driven, Proactive, Collaborative, and Accountable.

Responsibilities

• Own the calendar and travel schedule for CEO and key Executive Leadership Team (ELT) members.
• Work with Sales team members to maximize customer travel opportunities through key geographic areas.
• Handle travel logistics for local and international travel including preparation of itineraries, visas, etc.
• Coordinate key internal meetings on items such as catering, meeting space, and group ELT events and dinners.
• Assist Marketing team with event logistics for major conferences and events.
• Assist CEO in creating opportunities for and maintaining effective engagement with team members.
• Assist Portfolio Management Office with strategic planning, event planning & event execution including Quarterly Management Meetings.
• Develop processes and best practices to support tracking and management of various executive leadership activities.
• Prepare documents and manage spreadsheets in support of key ELT members' responsibilities and activities.
• Periodically attend meetings to take minutes or record decisions.

Requirements

• A minimum of 5+ years as an Assistant to multiple Senior Executives in a Multi-National or Global organization(s).
• Excellent verbal and written communication skills, with the ability to effectively communicate with individuals at all levels of the organization.
• Attention to detail, precision and accuracy, and a flexible mindset.
• Demonstrated ability to handle confidential and sensitive information with utmost discretion and professionalism.
• Self-starter who can interact regularly, effectively, and efficiently with the Executive Leadership team.
• Superior time management skills and attention to detail, as well as the ability to bring structure and organization to ambiguity where needed.
• Ability to adapt to changing priorities and work effectively in a dynamic and fast-paced environment without supervision.
• High level of proficiency in using tools such as Google Suite (preferred) and/or Microsoft Office, calendar management software, instant message and collaboration platforms.
• A bachelor's degree in Business Administration or a related field is preferred, or equivalent experience.
• Highly professional demeanor, with the ability to represent the office of the CEO and the organization in a professional manner.

Nice-to-haves

• Experience in the healthcare and/or pharmaceutical industry.

Benefits

• Health insurance
• Paid time off
• Flexible Paid Time Off
• Robust Learning & Development opportunities including over 700+ development courses free to all employees.