Executive Assistant

RXinsider LTD.; Exton (PA); Hybrid; USD 70,000 - 110,000; Full time

Benefits offered by this job

Community Involvement

Professional development

Generous PTO

Global career opportunities

Inclusive culture

Recognition & rewards

Job summary

West Pharmaceutical Services in Exton, PA, seeks a senior executive assistant to support a top executive and their team. Responsibilities include calendar management, complex travel coordination across time zones, and confidential correspondence.

The role requires independent judgment, proactive problem solving, and strong collaboration with internal and external partners. Preferred a Bachelor's degree and 3+ years of executive support experience in global settings.

Qualifications

• Provides high-level, confidential senior executive support.
• Manages calendar across multiple time zones and complex travel.
• Prepares reports and correspondence; supports meetings and events.
• Works with domestic and international counterparts; proactive problem solving.

Responsibilities

• Conserves executive’s time by reading, researching, and routing correspondence.
• Takes meeting minutes and follows up on action items.
• Prepares reports by collecting and analyzing information.
• Plans, organizes, and schedules events and travel (domestic and international).
• Prepares and edits business correspondence using MS Office tools.

Skills

Executive support

Calendar management

Travel coordination

Communication skills

Autonomy

Education

Bachelor's degree preferred

Tools

Microsoft Office

Outlook

PowerPoint

Excel

Microsoft Teams

Job description

Description

This is a hybrid position requiring the team member to be onsite a minimum of 3 days per week. No relocation is provided for this opportunity.

At West, we’re a dedicated team that is connected by a purpose to improve patient lives that has been at the center of our Company for more than a century. Our story began when Herman O. West solved the problem of supplying penicillin in mass quantities to the US Government during World War 2. Through our work to deliver thousands of life-saving and life-enhancing injectable medicines to millions of patients daily, West’s indelible mark on the healthcare industry has just begun. A name started our story. How will yours help write our future?

There’s no better place to join an inclusive community of professionals with opportunities for lifelong learning, growth and development. Supported by benefit programs, we empower the physical, mental, emotional and financial health of our team members and their families.

We believe in giving back to help those in need in the communities where we live and work. And are equally committed to creating a healthier environment and planet through our sustainability efforts.

Job Summary

Provides high-level, confidential senior executive support, as well as support for their direct reports and other clients, as needed. Conserves executive’s time with calendar management, complex travel coordination, and expense reporting, performs duties such as information management, coordination of meetings and conferences, purchasing supplies and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external customers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload. Must have a strong sense of teamwork, be proactive by identifying opportunities, problem solving and act accordingly.

Essential Duties And Responsibilities

• Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating communications
• Takes Minutes during meetings, and follow up on action items
• Prepares reports by collecting and analyzing information
• Effectively manages and maintains executive’s calendar in multiple time zones
• Plans, organizes, and schedules events such as meetings, conferences, teleconferences, and travel (domestic and international)
• Completes travel and expense reports in a timely and accurate manner
• Proactively provides tools and resources as needed for executive to fulfil their role
• Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, presidents, senior vice presidents and chiefs
• Works with internal and external customers to coordinate global meetings, book conference sites, sleeping rooms, meeting rooms, A/V, food, off-site dinners, team building
• Prepares and edits business correspondence, often using word processing, spreadsheet, and presentation computer software
• Works closely with domestic and international counterparts on a regular basis
• Participates and collaborates with Administrative Services Unit team on best practices, resources and special projects
• Other duties as assigned

Education

• Bachelor's Degree preferred

Work Experience

• 3+ years of executive assistant experience supporting a Senior Executive
• Previous experience in a global and matrixed environment
• Experience managing multiple calendars
• Experience booking travel

Preferred Knowledge, Skills And Abilities

• Proficiency in Microsoft Office
• Advance use of Outlook, PowerPoint, and Excel
• Experience with Microsoft Teams
• Self-starter with the ability to work with autonomy and in a team environment
• Proficient and professional level of verbal and written communications skills
• Concur and SAP knowledge a plus
• AI knowledge a plus
• Strong organizational and interpersonal skills that reflect ability to perform and prioritize multiple tasks seamlessly with exceptional attention to detail
• Demonstrate proactive approaches to problem-solving with strong decision-making capability
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Forward looking thinker, who actively seeks opportunities and proposes solutions

Travel Requirements

5%: Up to 13 business days per year

Physical Requirements

Sedentary-Exerting up to 10lbs/4kgs of force occasionally, and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time.

What We Offer

• Community Involvement: West encourages volunteerism through its West without Borders initiative and other charitable programs that make a difference in local communities.
• Continuous Learning & Development: Opportunities for professional growth through training programs, tuition assistance, leadership development, and skill-certification initiatives.
• Generous Paid Time Off (PTO): Flexible vacation, personal, and holiday leave ensures employees can maintain a healthy work-life balance and recharge effectively.
• Global Career Opportunities: With facilities across North America, Europe, and Asia-Pacific, employees have opportunities for international exposure and cross-functional collaboration.
• Inclusive & Collaborative Culture: A global workforce that values diversity, equity, and inclusion—where all voices are heard and respected in a supportive environment.
• Recognition & Rewards: Performance-based bonuses, service recognition, and employee appreciation initiatives celebrate dedication and impact.

This is a hybrid position requiring the team member to be onsite a minimum of 3 days per week

West is an equal opportunity employer and we value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sex, gender identity, sexual orientation, age, marital status, veteran status, or disability status. If you have a special need that requires accommodation in order to apply to West, please send an email to [e-mail] . Where permitted by law, an offer of employment with West Pharmaceutical Services, or any of its subsidiary or affiliate companies, is contingent upon the satisfactory completion of background screening.