Executive Assistant supporting Entreflow, a Canadian consulting firm serving startups and high - growth companies. Coordinating leadership operations, onboarding, projects, and administrative automation remotely.
About the role
- Senior Executive Assistant supporting Ergomed Group’s CEO and executive leadership. Managing calendars, Board governance, presentations, travel and operational follow-through for a global pharmaceutical services company.
Responsibilities
- Provide proactive, high-impact support to the CEO and Executive Leadership Team
- Prioritise competing demands and protect executive focus on critical business matters
- Act as a trusted liaison between executives and internal and external stakeholders
- Manage the CEO’s complex calendar and ELT calendars across time zones
- Coordinate meeting agendas, briefing materials, pre-reads and follow-ups
- Own and maintain the annual and rolling ELT plan
- Track leadership actions, decisions and deliverables through completion
- Coordinate cross-functional inputs, deadlines and risk escalation
- Maintain CEO office processes, templates, document control and SharePoint/Teams sites
- Coordinate ELT meetings, offsites and leadership forums
- Manage the Board and Committee meeting cycle, including calendars, agendas, papers, Board packs and logistics
- Support Board and Committee meetings, capture actions and track completion
- Draft, build and refine PowerPoint presentations and executive briefing materials
- Prepare speaking notes and rehearsal materials
- Manage end-to-end business travel, itineraries, visas, documentation and disruption handling
- Process executive travel and expense claims
- Support leadership offsites and internal events
- Handle highly sensitive business and people information with discretion
Requirements
- Proven experience managing complex executive calendars and international travel
- Significant experience supporting C-suite executives in a global organisation
- Strong organisational and prioritisation skills in a fast-paced environment
- Excellent written and verbal communication skills
- High level of discretion and professionalism
- Ability to manage complexity, ambiguity, and competing priorities
- Experience working with a highly analytical, data-driven senior leader, with strong attention to detail and accuracy
- Experience supporting Board and/or ELT meeting cycles, including agenda setting, paper preparation and follow-up
- Advanced PowerPoint skills with proven ability to draft executive-level presentations and briefing materials
- Advanced proficiency in Microsoft 365 (Outlook, Teams, PowerPoint, Excel, SharePoint)
- Experience in pharma, CRO, or life sciences preferred
- Exposure to executive operations, Chief of Staff, PMO or business operations roles preferred
- Experience supporting multiple executives or an ELT preferred
- Familiarity with global organisations and remote collaboration preferred
- Comfort using data and AI-enabled tools to improve the efficiency and quality of executive support preferred
- Must handle sensitive information in line with GDPR, data protection law, and sponsor and client confidentiality obligations
Benefits
- Remote work
- Collaborative team environment
- Opportunity to contribute to pharmaceutical treatments benefiting patients
- Work with global teams across countries, cultures and time zones
- Professional growth and meaningful career impact
- Exposure to clinical research, pharmacovigilance and quality consulting
- Leadership offsites and internal events
Job title
Job type
Experience level
Salary
Not specified
Degree requirement
No Education Requirement
Location requirements
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