Personal Executive Assistant - Pharma Marketing Agency
Do you have a reputation for solving problems and making sure everything runs smoothly? Is organization not just your skillset, but your way of life? Are you looking to a get an up-close view of how marketing deals are made with some of the largest companies in the world? We are seeking an entry-level Executive Personal Assistant to work full-time with our President/Owner to continue growth into a major player in the industry. For over 30 years, we have brought a unique vision to client challenges to develop innovative solutions and consistent successes for some of the biggest names in life sciences.
Responsibilities:
The Executive Personal Assistant will work as the first point of contact for President/Owner, handling phone calls/personal correspondence and organizing meetings and appointments. An essential liaison between the President/Owner and clients/suppliers, the Executive Personal Assistant ensures all processes run smoothly and President/Owner is prepared for each situation. The Executive Personal Assistant will need an entrepreneurial spirit, as challenges and situations will need to be anticipated and resolved with little supervision.
Key responsibilities:
-Schedule meetings and manage President/Owner's calendar, including offering daily reminders on that days schedule
- Coordinate schedules with the Office Administrator
- Support the executive staff as needed
- Access and maintain President/Owner's email account
- Arrange all business travel, transport, and accommodations (flights, rental cars, hotels, etc.)
- Basic accounting of expenses and expense reports
- Organize conferences and host virtual meetings
- Serve as first point of contact between President/Owner and clients/suppliers/staff
- Ensure President/Owner has everything needed for meetings, client lunches, etc.
- Run personal errands (cleaners, shopping, etc.) when necessary
- Diverse skill set - organization, self starter, work independently
Working hours: 9:00 AM - 5:00 PM
Skills:
-Excellent communication, organizational, and interpersonal skills
-Ability to manage multiple projects simultaneously to meet tight deadlines in a fast-paced business environment
-Ability to juggle shifting priorities and flow seamlessly from one project to another
-Expert in using Mac software, including Mac Mail, iCal, and iPhone apps
-Expert in all Microsoft Office and Google applications (Sheets, Slides, Docs)
-Proficient in using multiple conferencing software apps, including Microsoft Teams, Google Meet, and Zoom
Education:
Bachelors
Experience:
1-4 years
Qualifications:
- Bachelor's degree in Marketing, Communications, or Business Administration (3.4 GPA or higher preferred)
- Experience reviewing and editing contracts a plus
- 3 years experience as a personal assistant preferred
Local candidates only. This position will be 100% in the office located in Basking Ridge, New Jersey.