Executive Administrative Assistant I

At KBI Biopharma, we are advancing science and accelerating breakthroughs. As a global leader in biopharmaceutical development and manufacturing, we empower life science companies to bring new medicines and vaccines to the world faster. Explore your potential at KBI, where innovation meets impact. 

Position Summary:

The Executive Administrative Assistant I (EAA) serves as a critical administrative partner to multiple executive leaders within a fast-paced CDMO environment. This role supports executives with diverse communication preferences, leadership styles, and strategic priorities.  

The EAA is responsible for managing highly complex Outlook calendars, coordinating meetings, preparing expense reports and travel arrangements, and ensuring efficient communication across departments and external stakeholders. 

The ideal candidate excels in environments where plans change frequently; ambiguity is common, and operational precision is critical. Success in this role requires adaptability, strong organizational skills, and the ability to remain composed and effective under pressure. 

Flexibility in work hours will be required to support business needs and time-sensitive initiatives. 

Responsibilities:

Heavy Calendar Management 

• Manage multiple, complex, fast-changing executive Outlook calendars. 

• Resolve scheduling conflicts, prioritize urgent needs, and maintain a structured, efficient flow of meetings. 

• Serve as a gatekeeper for executive time, ensuring strategic alignment of priorities. 

Meeting Coordination 

• Plan and coordinate internal and external meetings across time zones and organizational levels. 

• Secure meeting spaces, manage logistics, prepare materials, and coordinate virtual meeting platforms. 

• Distribute agendas and ensure meeting participants are properly informed and prepared.

Travel Booking

• Coordinate comprehensive domestic and international travel using Concur. 

• Calendar detailed, accurate itineraries that include flights, hotels, ground transportation, and contingency plans. 

• Manage changes or disruptions promptly and professionally. 

Expense Reporting 

• Prepare, submit, and reconcile expense reports using Concur Expense. 

• Ensure accuracy, coding compliance, and timely entry. 

• Resolve discrepancies and follow up on pending approvals. 

Executive Support & Department Liaison 

• Serve as a professional, approachable point of contact for internal teams and external partners. 

• Facilitate clear, timely communication between executives and stakeholders. 

• Support leaders with diverse personalities and work styles by adjusting approach and communication when needed. 

Information & Document Management 

• Handle confidential and sensitive information with strict discretion. 

• Organize documents, reports, and records with exceptional attention to detail. 

• Maintain version control and ensure all materials are current. 

Work Style Expectations 

• Comfortable supporting leaders with different personalities, expectations, and communication styles 

• Thrives in an environment with frequent changes, ambiguity, and competing priorities 

• Able to stay focused and task driven even when the pace is high and direction shifts throughout the day 

• Maintains composure under pressure and responds quickly to new information or unexpected changes 

• Exercises excellent judgment when making decisions on behalf of executives 

Requirements: 

• 5+ years of administrative experience, with 3+ years supporting Executive Level and above.

• Highest level of discretion and integrity with confidential information.  

• Advanced proficiency in Outlook calendar management and the Microsoft Office Suite (Word, Excel, PowerPoint, Teams).  

• Experience using Concur for travel and Concur Expense for expense reporting.  

• Demonstrated ability to manage competing priorities and large volumes of information.  

• Excellent written and verbal communication skills.  

• Ability to stay composed and effective in a fast-paced, dynamic environment.  

• Flex