Pharma Executive Assistant

Cogent Scientific; Louisville (CO); On-site; USD 52,000 - 78,000; Full time

Job summary

Cogent Scientific in Louisville, CO is seeking an experienced Pharma Executive Assistant to support two members of the executive team. You will manage calendars, coordinate travel, prepare expense reports, and ensure smooth day-to-day operations in a fast-paced laboratory environment.

The role is onsite, day shift (approx. 8am–5pm local time) with opportunities to streamline processes, assist onboarding, and collaborate with cross-functional teams to keep the organization running efficiently.

Qualifications

• Bachelor's degree preferred with 5+ years of admin support experience.
• Experience supporting senior leaders or executives.
• Proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint).
• Strong scheduling, prioritization, and cross-functional collaboration.

Responsibilities

• Provide proactive admin support to two executives, manage calendars and meetings.
• Coordinate domestic and international travel and prepare expense reports.
• Liaise with internal and external stakeholders while handling confidential information.
• Oversee office operations, onboarding, and vendor relations.
• Coordinate team activities, lunches, and facility needs.

Skills

Executive support

Calendar management

Travel coordination

Documentation & reporting

Education

Bachelor's degree

Tools

Microsoft Office Suite

Job description

Cogent Scientific, an insourced contract research organization, is looking for the right people to accomplish our Mission: to support the life sciences industry by cultivating and empowering exceptional scientists to deliver specialized laboratory services that advance research, foster collaboration, and accelerate innovation through quality and a shared commitment to excellence. We can offer you the chance to build on your skills and knowledge while working among experts in their fields and with cutting‑edge instrumentation.

Cogent Scientific offers competitive pay, attractive benefits (such as medical/dental/vision insurance; 401(k); parental leave; PTO and paid holidays; etc.) and an exciting work environment. This position may include relocation benefits as well. We aim to recruit the best people who stand out among their peers and embody our Core Values:

• Client Focused: We only succeed when our clients succeed.

• Outstanding: We deliver meticulous results through outstanding performance.

• Good: We act ethically and morally.

• Employee-Centric: We honor and support our employees.

• Nimble: We are prepared to adapt in an ever-changing industry.

• Team-Oriented: We collaborate with each other and with our clients.

We currently have a role available for a Pharma Executive Assistant.

Job duties include, but are not limited to, the following:

• Executive Support and Coordination

  Provide proactive, high-level administrative support to two executive team members, anticipating needs and helping maximize their time and effectiveness.

  Manage complex calendars, coordinate meetings and conference calls, resolve scheduling conflicts, and prioritize requests based on business needs.

  Coordinate domestic and international travel arrangements, including itineraries, accommodations, transportation, and related logistics.

  Prepare, review, and process expense reports and other administrative documentation with accuracy and attention to detail.

  Coordinate executive meetings, conferences, presentations, and other business activities, including meeting materials, logistics, and follow-up as needed.

  Handle sensitive information and executive communications with professionalism, confidentiality, and discretion.

  Serve as a liaison between executive team members and internal or external stakeholders, ensuring timely communication and follow‑through.

  Independently manage administrative projects and assignments, track deadlines, and follow up on outstanding items.

  Identify opportunities to streamline administrative processes, improve coordination, and increase efficiency.

• Office Operations and Team Support

  Partner with the Office Manager to support the daily operations of the Louisville lab and maintain an organized, professional, and welcoming workplace.

  Serve as a point of contact for employees, visitors, vendors, and other stakeholders, responding to inquiries and proactively addressing needs.

  Coordinate onsite candidate interviews and employee onboarding activities in collaboration with People Operations and hiring teams.

  Coordinate team lunches, dinners, meetings, and other office activities, including weekly Grubhub lunch orders.

  Welcome visitors and coordinate their arrival and onsite experience.

  Manage incoming deliveries, organize packages, and coordinate domestic and international outgoing shipments. This includes regularly lifting and moving boxes as needed.

  Coordinate office maintenance, facility support, and vendor services, working closely with the IT vendor to address operational needs.

  Monitor and maintain kitchen and shared office areas, manage office supply inventory, and coordinate purchasing as needed.

  Support special projects and cross‑functional initiatives as assigned, using independent judgment to organize work, manage priorities, and meet deadlines.

  Recommend improvements to office practices, administrative procedures, and workflows to support a more efficient and effective work environment.

Job requirements include, but are not limited to, the following:

• Bachelor's degree preferred, with at least 5 years of administrative support experience; experience supporting senior leaders or executives strongly preferred.

• Demonstrated ability to manage complex schedules, coordinate competing priorities, and independently organize a varied workload.

• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint. Excellent attention to detail.

• Very strong problem‑solving skills, a high level of learning agility, and the ability to work across functions.

• The ideal candidate should be enthusiastic and self‑motivated, with the leadership and communication skills necessary to operate effectively in a fast‑paced multidisciplinary environment with flexibility and an adaptable approach to goal delivery.

This is an onsite, day shift position (approx. 8a-5p local time) at our Louisville, CO site. This position does not support a hybrid or remote schedule.

Cogent Scientific provides equal employment opportunities to all applicants and does not discriminate based on any legally protected characteristic.

Additionally, if you require a reasonable accommodation during the application or interview process, please let us know.

This job posting will close by 12/31/2026 or when a candidate is identified, whichever comes first.