Executive Assistant

$72,800 - $72,800/Yr

Robert Half - Ann Arbor, MI

Full-time - Mid Level

Ann Arbor, MI

Administrative and Support Services

About the position

The Executive Assistant role is designed to provide superior executive-level support to the management team in a high-growth pharmaceutical company. This position involves acting as a trusted liaison between executives and stakeholders, ensuring efficient operations and smooth communication, particularly for the CEO. The role is based in Ann Arbor, Michigan, and offers a dynamic work environment where the assistant will handle a variety of administrative tasks to support the CEO and the executive team.

Responsibilities

• Answer and direct telephone calls, relaying important information promptly and maintaining confidentiality where appropriate.
• Respond to internal and external requests for information and route as appropriate to executives and/or staff members.
• Maintain the CEO's schedule by planning, scheduling, and coordinating business obligations, including PR, media, speaking engagements, conferences, and travel plans.
• Manage the CEO's correspondence, including prioritizing important emails, drafting responses, and ensuring that all communications are responded to in a timely and detail-oriented manner.
• Support the CEO in preparing for conferences and speaking engagements, including preparing materials, keeping track of meeting progress and follow-up items, and preparing correspondence and other documents.
• Draft correspondence, prepare talking points and slide presentations, and create confidential meeting materials.
• Book conferences and meetings, make travel arrangements, and manage complex executive team schedules.
• Anticipate and prepare materials needed by executive team members for meetings, conference calls, and other events.
• Organize and coordinate internal and external meetings, trainings, and conferences, including drafting, assembling, and distributing written and/or electronic materials.
• Participate in strategic projects, including conducting research, gathering information, tracking progress, and ensuring deadlines are met.
• Reconcile and prepare expense reports.
• Perform other general office tasks including maintaining records, filing, and ordering supplies.

Requirements

• Bachelor's Degree in Business or related field; or equivalent combination of education and experience.
• 5+ years of experience providing C-Suite Level support.
• Outstanding verbal and written communication skills, with demonstrated ability to effectively interact with all levels of the organization, as well as external partners and stakeholders.
• Excellent organizational skills, attention to detail, time management skills, and ability to manage multiple priorities and meet deadlines.
• Demonstrated ability to complete complex tasks with minimal guidance.
• Proven ability to maintain confidentiality and handle sensitive information with the utmost discretion and integrity.
• Demonstrated success in taking initiative, anticipating needs, and exercising sound judgement.
• Must be flexible with ability to respond to changing business demands.
• Proficiency with Microsoft Office Suite.

Nice-to-haves

• Experience in arranging and booking travel arrangements
• Familiarity with the pharmaceutical industry
• Experience in a similar role as an Executive Assistant would be advantageous
• High level of discretion and confidentiality
• Proactive and able to work independently with minimal supervision.

Benefits

• Medical insurance
• Vision insurance
• Dental insurance
• Life insurance
• Disability insurance
• 401(k) plan