Principal Executive Assistant

The Fountain Group; South San Francisco (CA); On-site; USD 83,000 - 110,000; Full time

Benefits offered by this job

Referral Bonus

Job summary

The Fountain Group is seeking an experienced scheduling and meeting professional to support senior executives. This role involves managing complex calendars, coordinating global meetings, and ensuring confidentiality across multiple time zones.

You will plan and execute large-scale events including town halls and offsite meetings with internal and external stakeholders. Responsibilities include agenda design, distribution of materials, and collaboration with Strategic Event Services to execute

Qualifications

• Bachelor’s degree required.
• Minimum 5-7 years of experience supporting Senior Level Executives (senior director and above, VP and above preferred).
• Pharma industry experience is a plus.
• Large corporate experience required.
• Strong administrative skills – calendar management, meeting planning and management, travel management, expense reporting, presentations, etc.
• Experience with MS Office, Google Workspace, Virtual Meeting technologies, and PM tools.

Responsibilities

• Manage complex scheduling with various time zones and high confidentiality.
• Coordinate senior committee meetings, global summits and offsites.
• Design agenda and manage distribution of meeting materials; rolling agendas for standing meetings.
• Lead planning and execution of large department offsites and on-site events.
• Draft emails and manage departmental sites, spaces, newsletters, etc.

Skills

Calendar management

Meeting planning

Travel coordination

Stakeholder management

Education

Bachelor’s degree

Tools

MS Office

Google Workspace

Virtual Meeting tech

PM tools

Job description

Job Details:

• Pay: $60-80/hr
• 12+ month position,with potential extension based on performance and budget
• Work Schedule: Monday – Friday (Standard 1st Shift)

Description

Manage complex scheduling with various time zones and manage various top management levels of internal and external stakeholders with a high level of confidentiality. Manage the scheduling of senior committee meetings, global summits and department offsites (all staff, leadership teams, cross functional meetings). Lead the planning, organization, and execution of large-scale meetings that entail the added complexity of managing schedules across multiple time zones with key stakeholders. Partner with manager or assigned lead to design agenda & manage the distribution of all meeting materials and manage rolling agendas for standing committee or team meetings. In collaboration with Strategic Event Services, drive the planning and execute all large department-wide offsites and/or on sites, including but not limited to: Global Town Halls, team meetings, etc. Independently lead the planning & execution of meetings at Congress events, Global Summits, etc. Draft email communications on behalf of manager, team, department, leader, etc. Manage departmental Sites, Spaces, websites, newsletters, etc.

Qualifications

• Bachelor’s degree required.
• Minimum 5-7 years of experience supporting Senior Level Executives (senior director and above, VP and above preferred).
• Pharma industry experience is a plus.
• Large corporate experience required.
• Strong administrative skills – calendar management, meeting planning and management, travel management, expense reporting, presentations, etc.
• Experience with MS Office, Google Workspace, Virtual Meeting technologies, and PM tools.

Referral Bonus for any candidate who is hired and still gainfully employed after 30 days.

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