Executive Assistant III

• We are seeking a highly organized and proactive Executive Assistant to provide temporary support to a fast-paced Meetings & Congresses team.
• This role will focus on coordinating day-to-day administrative operations, supporting team activities and projects, and ensuring seamless execution of internal processes.
• The ideal candidate thrives in a dynamic environment, is detail-oriented, and can effectively manage multiple priorities across a high-volume workload.

• Provide administrative support to the Meetings & Congresses team across multiple projects and workstreams.
• Manage and coordinate team calendars, including internal meetings, external vendor calls, and cross-functional touchpoints.
• Schedule and coordinate internal team meetings held in-office, including room bookings, logistics, and materials preparation (not responsible for planning external meetings or congresses).
• Maintain and update team trackers (e.g., congress timelines, budgets, deliverables, and status reports).
• Assist with opening and managing purchase orders (POs), invoice tracking, and basic budget coordination.
• Process purchasing card reports in compliance with company policies.
• Support preparation and updates of planning decks and materials for large cross-functional meetings.
• Coordinate with internal stakeholders to ensure alignment on timelines, deliverables, and follow-ups.

• Maintain and update Standard Operating Procedures (SOPs) and internal process documentation.
• Support process improvement initiatives to enhance team efficiency and consistency.
• Assist with administrative support related to vendor transitions or onboarding new partners.
• Help track action items, follow-ups, and project milestones across the team.

• Coordinate team meetings and assist with team communications.
• Support onboarding logistics for new team members (access, tools, resources).
• Assist with office coordination as needed (supplies, IT, facilities liaison).

• Strong organizational and time management skills with the ability to manage multiple priorities simultaneously.
• Ability to work independently while supporting a highly collaborative, cross-functional team.
• Highly responsive and adaptable in a fast-paced, deadline-driven environment.
• Strong attention to detail and follow-through.
• Excellent communication and interpersonal skills.
• High level of discretion and professionalism.
• Proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Teams) and collaboration tools such as SharePoint.

• A minimum of 5 years of experience providing administrative support in fast-paced, high-visibility environments, preferably within life sciences, operations, events, or project-based teams.

• Bachelor's degree or equivalent professional experience.

Why TalentBurst?
At TalentBurst, we deliver more than talent, we deliver outcomes. We partner with you to move quickly and connect you to opportunities aligned with your skills and long term growth.

Backed by precision, transparency, and results, we connect top talent with leading organizations through trusted partnerships.

We offer competitive compensation and comprehensive benefits, including medical, dental, vision, and retirement options.

TalentBurst is an equal opportunity employer committed to an inclusive and diverse workforce.