Executive Assistant In Pharmaceutical Biotech Jobs in Silver Spring, MD

Resp & Qualifications

PURPOSE 

Reporting directly to a Senior Executive, the Executive Assistant provides comprehensive, high-level administrative and tactical support in a fast-paced environment. This role functions as a trusted partner and liaison across the enterprise, including executive leadership and the Board of Directors, ensuring seamless communication, effective prioritization, and execution of critical initiatives. The position also supports executive logistics coordination, including travel, secure movements, and related operational details in partnership with designated security and transportation resources.

ESSENTIAL FUNCTIONS

Executive Support & Calendar Management

• Proactively manage the Senior Executives complex calendar, including internal and external meetings, speaking engagements, and travel arrangements.
• Anticipate scheduling conflicts and shifting priorities, ensuring optimal use of the Senior Executives time.
• Prepare the Senior Executive for meetings by developing agendas, executive level presentations, briefing materials, and reports.
• Provide internal Board management support, including coordinating Board and committee calendars, scheduling meetings, and organizing and distributing meeting materials in partnership with internal stakeholders
• Track Board-related action items, deadlines, and approvals to support timely follow-through and ensure alignment with the Senior Executives priorities.
• Work closely with the Executive Leadership team on related items & projects.

Project & Priority Management

• Establish and maintain project tracking tools and systems to support the Senior Executive in prioritization, monitoring progress, and meeting key deliverables and deadlines.
• Track action items resulting from meetings and initiatives; partner with executive leaders and staff to ensure timely completion.
• Put tools, processes, and controls in place to ensure the Senior Executive is fully prepared for all engagements and remains on schedule for critical commitments.

Communication & Liaison Activities

• Serve as a primary point of contact between the Senior Executive and internal/external stakeholders, including Executive Staff, Board Members, business partners, and visitors.
• Facilitate effective, timely, and high-quality communication both up and down the organization, fostering transparency and open exchange of ideas.
• Manage executive communications, including screening and prioritizing calls, emails, and other correspondence; route inquiries appropriately and follow through as needed.

Meetings, Events & Travel Coordination

• Attend meetings as required to document discussions, capture decisions and action items, and distribute timely meeting summaries to key stakeholders.
• Coordinate and support offsite meetings, conferences, and external events sponsored by the Senior Executive, including site selection, vendor management (e.g., catering, A/V), and budget adherence.
• Partner with executive staff, the Executive Security Team, and administrative counterparts across multiple locations to align logistics, protocols, and requirements.
• Develop and manage daily schedules and detailed itineraries, confirming locations, arrival times, contacts, materials, and contingency plans.
• Coordinate private driver scheduling and routing, including real-time adjustments to accommodate changing priorities.
• Coordinate day-to-day security logistics (as applicable), including communicating schedule changes, validating locations and access considerations, and ensuring required details are available in advance.
• Book and coordinate out-of-state travel for the Senior Executive and associated support resources (as applicable), ensuring itineraries, confirmations, and logistics details are accurate and distributed to appropriate parties.
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Security, Driver & Executive Logistics Coordination

• Coordinate daily security and transportation needs in alignment with established protocols, including communicating schedule updates, locations, and timing changes.
• Prepare and maintain detailed daily itineraries for the private driver, including routing notes, contact information, special instructions, and contingency planning as needed.
• Serve as a central point of coordination between the Senior Executive, security resources, driver, and internal stakeholders to ensure seamless and timely executive movements.
• Maintain strict confidentiality and exercise sound judgment regarding sensitive locations, schedules, and travel details.

Records, Documentation & Financial Administration

• Maintain Senior Executive reimbursement files and assist with expense reports and business-related financial recordkeeping.
• Develop and maintain a highly organized filing and retrieval system for documents.
• Provide historical references and continuity by maintaining accurate records, meeting minutes, and documentation.

Additional Responsibilities

• Complete special projects with efficiency, discretion, and a high degree of professionalism.
• Perform general administrative duties as needed, including ordering supplies and providing supplemental executive support.

QUALIFICATIONS

Education: High School Diploma or GED required.

Experience: Minimum of 7 years of experience in an administrative role supporting a C-level executive is required.

• Demonstrated ability to handle confidential information with discretion and sound judgment.
• Exceptional time management, organizational, and multitasking skills.
• Excellent verbal and written communication skills.
• Proven ability to thrive in a fast-paced environment with frequently changing priorities and demanding deadlines.
• Strong customer service orientation with the ability to interact professionally with internal and external stakeholders, including those who may be demanding or challenging.

Knowledge, Skills & Abilities (KSAs)

• High level of proficiency in Microsoft Office applications.
• Strong aptitude for learning and adapting to new technologies and tools.
• Ability to analyze, prioritize, and respond effectively to high volumes of communication.
• Demonstrated professionalism, emotional intelligence, and executive presence.
• Strong attention to detail and follow-through, with the ability to manage time-sensitive, high-stakes logistics.
• Ability to coordinate across multiple stakeholders (e.g., executive team, vendors, security, transportation) while maintaining discretion and confidentiality.
• Travel Requirement: Must be able to commute to CareFirst office locations within Maryland.

Preferred Qualifications

• Associate or bachelor's degree.
• Certified Administrative Professional (CAP) or similar credentials.

Salary Range: 80,424 - 147,444

Salary Range Disclaimer

The disclosed range estimate has not been adjusted for the applicable geographic differential associated with the location at which the work is being performed. This compensation range is specific and considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate's work experience, education/training, internal peer equity, and market and business consideration. It is not typical for an individual to be hired at the top of the range, as compensation decisions depend on each case's facts and circumstances, including but not limited to experience, internal equity, and location. In addition to your compensation, CareFirst offers a comprehensive benefits package, various incentive programs/plans, and 401k contribution programs/plans (all benefits/incentives are subject to eligibility requirements).

Equal Employment Opportunity

CareFirst BlueCross BlueShield is an Equal Opportunity (EEO) employer.  It is the policy of the Company to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.

Federal Disc/Physical Demand

Note:  The incumbent is required to immediately disclose any debarment, exclusion, or other event that makes him/her ineligible to perform work directly or indirectly on Federal health care programs.

PHYSICAL DEMANDS:

The associate is primarily seated while performing the duties of the position.  Occasional walking or standing is required.  The hands are regularly used to write, type, key and handle or feel small controls and objects.  The associate must frequently talk and hear.  Weights up to 25 pounds are occasionally lifted.

Sponsorship in US

Must be eligible to work in the U.S. without Sponsorship.