Executive Assistant

Planet Pharma; New Haven (CT); On-site; USD 90,000 - 120,000; Full time

Job summary

Planet Pharma is seeking an Executive Assistant with a strong C-Suite background to support the CSO and CCO in a dynamic biotech environment. The role blends executive assistance with research support and project coordination for the Research and Commercial leadership teams.

Candidates will partner with internal legal, procurement and finance, manage confidential information, coordinate complex calendars and travel, and help prepare presentations and investor communications.

Qualifications

• Proven experience supporting multiple executives in biotech or research settings.
• Excellent written and verbal communication.
• Strong organization and multitasking in fast-paced environments.
• Ability to manage confidential information with discretion.
• Experience coordinating with legal, procurement, and finance teams.

Responsibilities

• Provide direct administrative support to the CSO and CCO, including calendar management and travel planning.
• Prepare briefing materials and manage day-to-day operations.
• Coordinate with Project Program Managers and Asset Team leaders for cross-functional research initiatives.
• Liaise with legal, procurement and vendors to ensure contracts and deliverables are tracked.
• Draft and organize communications across leadership teams.

Skills

C-Suite EA

Org. skills

Written & verbal comms

Problem solving

Ownership mindset

Confidential handling

Vendor coordination

Tools

MS Office

Concur

Coupa

Agiloft

Job description

Overview

We are seeking a highly organized and proactive Executive Assistant with C-Suite background to support the Chief Scientific Officer (CSO) and Chief Commercial Officer (CCO). The ideal candidate will have demonstrated experience interacting with broader teams as this role blends classic executive assistant responsibilities with research support and project coordination for the Research and Commercial leadership team members. The ideal candidate thrives in a dynamic, fast-paced environment, demonstrates excellent judgment, and can seamlessly partner with internal legal, procurement and finance departments, vendors, and internal and external stakeholders at all levels.

Key Responsibilities

Executive Support

• Provide direct administrative support to the CSO and CCO, including calendar management, travel planning, and meeting preparation.
• Anticipate needs, prepare briefing materials, and ensure smooth daily operations.
• Manage confidential information with discretion and professionalism.
• Manage multiple inputs, projects, and communication in a fast-paced environment

Research & Operational Support

• Assist in coordinating with Project Program Managers, Asset Team leaders for Research and Commercial cross-functional research initiatives, ensuring clear milestones and deliverables.
• Support carving out time for and anticipating preparation of scientific presentations, research summaries, external communications, and investor relations.
• Partner with Legal and Compliance on document execution (SOWs, contracts), vendor onboarding, and contract tracking.

Project & Vendor Management

• Liaise with external vendors, collaborators, and consultants, ensuring contracts and deliverables are completed on time.
• Track project progress, create clear action plans, and “check the boxes” to close loops and drive accountability.
• Maintain documentation systems for research, legal, and administrative workflows.

Team & Communication

• Serve as a central point of contact for the research leadership team, coordinating information flow and follow-ups.
• Draft, edit, and organize communications, ensuring clarity and precision.
• Foster strong working relationships across internal teams and external partners.

Qualifications

• Proven experience as a C-Suite Executive Assistant preferably in a biotech / pharmaceutical / research environments with track record of assisting multiple Executives and their teams.
• Strong organizational skills with the ability to prioritize, problem-solve, and manage multiple complex tasks simultaneously.
• Exceptional written and verbal communication skills; able to translate complex details into clear, actionable plans.
• Inquisitive and resourceful, with a proactive mindset and “ownership” mentality.
• Comfortable working with highly confidential information and sensitive projects.
• Adept at leveraging software tools, communications, etc.
• Knowledge of Microsoft Office plus commonly used procurement, expense report and legal software (Concur, Coupa and Agiloft)

Attributes for Success

• A natural “box-checker” who ensures nothing slips through the cracks.
• Fast learner.
• Team player, known for strong collaboration skills with other Executive Assistants.
• Adept at working with senior leadership, legal, and vendors in a professional and diplomatic manner.
• Curious and eager to learn about research operations, with the ability to ask insightful questions.
• Calm under pressure, solutions-oriented, and adaptable to shifting priorities.