Executive Administrative Assistant

What this role entails:

• Own the calendar and travel schedule for CEO and key Executive Leadership Team (ELT) members
• Work with Sales team members to maximize customer travel opportunities through key geographic areas
• Handle travel logistics for local and international travel including preparation of itineraries, visas, etc. together with the management of out-of-office requirements
• Coordinate key internal meetings (as well as for various ELT members) on items such as catering, meeting space, and group ELT events and dinners
• Assist Marketing team with event logistics for major conferences and events
• Assist CEO in creating opportunities for and maintaining effective engagement with team members
• Assist Portfolio Management Office with strategic planning, event planning & event execution including Quarterly Management Meetings
• Develop processes and best practices to support tracking and management of various executive leadership activities, including (but not limited to) compensation and expense approvals, project and program reviews, etc.
• Prepare documents and manage spreadsheets in support of key ELT members’ responsibilities and activities
• Periodically attend meetings to take minutes or record decisions
• This role is primarily onsite in our Philadelphia Office

What success looks like in this role:

• Fully organized calendars for assigned members of the Executive Leadership Team, including the CEO, as the primary point of contact for bookings. Understands priorities, and is knowledgeable on meeting topics and meeting participants and uses that information to make scheduling decisions, avoiding overbooking or double-booking.
• Anticipates issues, conflicts, and problems and takes proactive action to address them using advanced problem-solving skills
• Maintains effective, timely, and positive communication with the ELT and all members of the IntegriChain team as well as external parties, dealing with others with honesty, sincerity, and professionalism
• Always maintains a positive attitude and has advanced conflict management skills
• Lives our company values of Healthcare Passion, being Data Driven, Proactive, Collaborative, and Accountable

Requirements

What you’ll need to thrive in this role:

• Excellent verbal and written communication skills, with the ability to effectively communicate with individuals at all levels of the organization
• Attention to detail, precision and accuracy and flexible mindset
• Demonstrated ability to handle confidential and sensitive information with utmost discretion and professionalism
• Ability to be in the Center City Philadelphia office 2-3x/week and additionally during any key meeting days
• Self-starter who can interact regularly, effectively, and efficiently with the Executive Leadership team as well as with leadership both inside the business and externally
• Superior time management skills and attention to detail, as well as the ability to bring structure and organization to ambiguity where needed
• Ability to adapt to changing priorities and work effectively in a dynamic and fast-paced environment without supervision, and ability to begin projects independently

What you’ll bring to the table:

• A minimum 5+ years as an Assistant to multiple Senior Executives in a Multi-National or Global organization(s)
• High level of proficiency in using tools such as Google Suite (preferred) and/or Microsoft Office, calendar management software, instant message and collaboration platforms
• A bachelor's degree in Business Administration or a related field is preferred, or equivalent experience
• Highly professional demeanor, with the ability to represent the office of the CEO and the organization in a professional manner
• Experience in the healthcare and/or pharmaceutical industry a plus