Executive Assistant II

Planet Pharma; Bridgewater Township (NJ); On-site; USD 33,000 - 47,000; Full time

Job summary

Planet Pharma is seeking an experienced Executive Assistant to support senior leaders in a fast-paced, highly regulated environment. You will manage complex calendars, coordinate domestic and international travel, and prepare executive materials with discretion and professionalism.

The role requires at least three years of EA experience, strong MS Office and SharePoint skills, and the ability to anticipate executive needs while juggling multiple priorities across time zones.

Qualifications

• High school diploma or equivalent required; college degree preferred.
• Minimum of three years’ experience supporting senior leaders in an executive assistant role.
• Experience in a corporate or highly regulated environment preferred; pharmaceutical or life sciences experience a plus.

Responsibilities

• Provide proactive administrative support to senior executives and optimize day-to-day operations.
• Manage complex calendars and schedule internal/external meetings across multiple time zones.
• Coordinate domestic and international travel, including flights, transport, lodging, visas, and passport renewals.
• Prepare and edit executive presentations, reports, dashboards, and briefing materials.
• Support onsite and virtual meetings logistics, agendas, catering, and follow-up actions.
• Liaise with other Executive Assistants to align schedules and leadership activities.
• Handle confidential information with discretion and professionalism.
• Process and reconcile travel and expense reports using Concur.
• Screen executive communications – calls, emails, and correspondence.

Skills

Independent work

MS Office suite

Communication

Organization

Discretion

Stakeholder liaison

Time management

Education

High school diploma

Bachelor's degree preferred

Tools

Outlook

Word

Excel

PowerPoint

SharePoint

Job description

Pay range: 24-34/hr

depending on experience

The Executive Assistant is a trusted partner to senior executive leaders, providing high-level administrative and operational support in a fast-paced, complex environment. This role requires sound judgement, exceptional organizational skills, and the ability to anticipate executive needs while managing multiple priorities with discretion and professionalism.

The Executive Assistant operates with a high degree of autonomy, supporting executive leaders who engage regularly with internal and external stakeholders at the most senior levels across the organization.

Key Responsibilities

• Provide comprehensive, proactive administrative support to senior executives, ensuring efficient day-to-day operations
• Manage complex calendars, scheduling internal and external meetings across multiple time zones, with flexibility for urgent and last-minute changes
• Coordinate domestic and international travel, including flights, ground transportation, accommodation, visas, and passport renewals
• Prepare, edit, and compile executive-level presentations, reports, dashboards, and briefing materials
• Support planning and execution of onsite and virtual meetings, including agendas, logistics, catering, and follow-up actions
• Act as a key liaison with other Executive Assistants to align schedules, travel plans, and leadership activities
• Handle highly confidential and sensitive information with absolute discretion and professionalism
• Process and reconcile travel and expense reports using Concur
• Screen and manage executive communications, including phone calls, emails, and correspondence, ensuring timely and appropriate responses
• Maintain organized electronic and physical filing systems in line with company and compliance standards
• Support special projects and initiatives requiring independent judgement, coordination, and follow-through
• Ensure office operations run smoothly, including supply management and ad hoc executive support as needed

Skills & Capabilities

• Demonstrated ability to work independently with minimal direction while exercising sound judgement
• Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint; SharePoint experience preferred. Diligent experience a plus.
• Strong written and verbal communication skills, with confidence engaging senior leaders and external partners
• Highly organized, detail-oriented, and able to manage competing priorities under pressure
• Proactive, solutions-focused mindset with strong anticipation and planning skills
• Professional presence, discretion, and ability to navigate a corporate executive environment
• Strong interpersonal skills and a collaborative, team-oriented approach

Qualifications & Experience

• High school diploma or equivalent required; college degree preferred
• Minimum of three years’ experience supporting senior leaders in an executive assistant role
• Experience in a corporate or highly regulated environment preferred, pharmaceutical or life sciences experience a plus

Additional Requirements

• Willingness to work extended hours or overtime as business needs require
• Ability to handle confidential information with the highest level of integrity
• Reliable transportation required