Pharmaceutical Research and Manufacturers of America’s (PhRMA’s) Advocacy and Strategic Alliances team is seeking a long-term temporary Executive Assistant (EA).

The Executive Assistant will report to the Manager for Alliance and provide administrative support to a Senior Vice President, Vice President, and a Deputy Vice President on the Alliance team. This individual will also help support the day-to-day administrative needs of the department.

The Executive Assistant is responsible for:

• Coordinating the calendars of three department leaders, to include: scheduling in-person meetings and Zoom meetings; proactively identifying and reconciling scheduling conflicts; coordinating materials, equipment, and catering for conference room meetings; and distributing materials and welcoming/escorting guests.
• Preparing expense reports, lobbying reports, arranging and coordinating travel arrangements as well as materials (i.e. meeting documents, talking points, presentations) necessary for travel for a SVP, VP, and DVP and other team members.
• Managing consultants email distribution lists and weekly consultant meetings calendar appointments.
• Supporting the team with materials and correspondence to include: coordination, compilation, and distribution of agendas, reports, slide presentations, and talking points.
• Responding to external requests of the department leaders that assists their preparation for presentations or speaking events (for example, sharing an up-to-date biography, headshot, and/or vetting CME forms, speaker release forms, to name a few).
• Supporting the team’s external communications efforts, to include: acting as dedicated back-up to Manager responsible for PhRMA Alliance email account by helping to respond to communications received regarding same; coordinating with internal tracking team to make needed revisions to main Alliance email distribution list.
• Supporting the team’s events by assisting with placing catering orders, meeting set up, input into visitor system, etc.
• Assisting with facilitation of the procurement of supplies for the department.
• Serving as a backup for PhRMA front desk support (generally 3-4 hours per month). Additionally, serve as a resource for PhRMA in the event additional administrative assistance is required throughout the organization as business needs warrant.

Key Success Factors
PhRMA seeks a collaborative, proactive, self-starter who has a strong team focus paired with the ability to work independently. The successful candidate for this role will be flexible and responsive, have excellent interpersonal and communication skills, exceptional attention to detail, strong organizational skills, and the ability to anticipate/prioritize needs and work effectively under pressure. This position is highly visible and both internally and externally facing; accordingly, the role requires exceptional professionalism, maturity, discretion and diplomacy.

Professional Experience / Requirements / Preferences

• 5 years of experience supporting executives.
• Experience supporting departments with 10 team members.
• Excellent communication skills, both verbal and written.
• Strong interpersonal skills and diplomacy.
• Demonstrated commitment to customer service and quality.
• Ability to multi-task and balance priorities.
• Excellent organizational skills.
• Ability to work under pressure.
• Ability to work independently on projects from conception to completion, exercise sound judgment and discretion when dealing with confidential matters.
• Strong computer skills including Adobe Acrobat, social media platforms, and Microsoft suite of software, including, but not limited to Outlook, Word, Excel, and PowerPoint.
• Experience working with vendor contracts and purchase orders, as well as budget review, development and forecasting is preferred.

Additional Information

Overtime may be required from time to time.

Potential Pay Rate

Hourly rate is commensurate with experience and other compensable factors.

Who we are
The Pharmaceutical Research and Manufacturers of America (PhRMA) represents the country’s leading innovative biopharmaceutical research companies, which are devoted to discovering and developing medicines that enable patients to live longer, healthier and more productive lives. Over the last decade, PhRMA member companies have more than doubled their annual investment in the search for new treatments and cures, including nearly $101 billion in 2022 alone.

Connect with PhRMA

For information on how innovative medicines save lives, please visit:

Equal Opportunity Employer

PhRMA provides equal employment opportunities to all applicants without regard to race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, gender identity or expression, family responsibilities, genetic information, disability, matriculation, political affiliation or veteran status in accordance with applicable federal, state and local laws governing nondiscrimination in employment.

To apply, click on the link below:

PhRMA Job Postings