Executive Assistant

About the Role

We are seeking an experienced and highly proactive Executive Assistant / Personal Assistant to provide top-tier administrative and operational support to a senior leader within a regulated industry environment. This role requires exceptional organizational skills, strong business judgment, and the ability to anticipate needs in a fast-paced and dynamic setting.
The successful candidate will be responsible for comprehensive executive support, project coordination, meeting and event planning, document management, and confidential administrative functions.

Key Responsibilities Executive & Administrative Support

• Provide strategic, high-level administrative support to optimize the executive’s time and ensure effective achievement of priorities.
• Manage complex calendars, schedules, and competing priorities; proactively identify and resolve scheduling conflicts.
• Coordinate domestic and international travel arrangements, including accommodations, itineraries, and expense claims.
• Handle confidential correspondence, prepare business documents, edit presentations, and maintain organized filing systems.
• Streamline expense reporting, manage documentation, and ensure efficient administrative workflows.

Project & Meeting Coordination

• Manage project-based tasks and follow up with staff and senior stakeholders to ensure deliverables and deadlines are met.
• Track priorities and metrics on behalf of the executive.
• Lead meeting preparation, including drafting agendas, tracking attendance, coordinating materials, and taking accurate minutes.
• Monitor and follow up on action items and open issues to ensure timely progress.

Event & Logistics Management

• Support internal capacity-building activities, conferences, and workshops by managing all logistical arrangements.
• Liaise with facilitators, vendors, caterers, and venues as required.
• Create purchase order requests and support the tracking of budget expenditures.

Compliance & Stakeholder Management

• Interact professionally with senior leaders, internal teams, and external partners while managing sensitive and confidential information.
• Maintain departmental files in accordance with corporate policies and regulatory requirements.
• Operate independently with minimal supervision while maintaining a high standard of professionalism.

Systems & Tools

• Use Microsoft Office Suite to prepare reports, presentations, and documents.
• Utilize SAP, SAP Concur, or similar systems for travel, expense, and invoice processing.

Requirements

• Relevant diploma or equivalent professional experience.
• 10 years of experience in an Executive Assistant or Personal Assistant role supporting senior leadership.
• Experience in a regulated industry (pharmaceutical preferred but not required).
• Intermediate to advanced proficiency in Microsoft Office Suite.
• Experience with SAP, SAP Concur, or comparable travel/expense/invoice systems.
• Strong organizational, communication, and multitasking skills.
• Ability to work with discretion, independence, and sound judgment.

For a confidential conversation about the role please apply for the role or contact Owen Clancy at oclancy@sterlingengineeringeu.com By applying to this job post you agree that Sterling Engineering may process your personal data for recruitment purpose.