Executive Assistant (Remote, New York Time Zone)

About the role

Pharmbills is looking for an Executive Assistant to provide direct day-to-day support to a Vice President at a U.S.-based company. The role is project-based, running from December 1, 2026 to March 5, 2027, with an earlier start possibly available. It suits someone highly organized, proactive and reliable, comfortable in a fast-paced environment with shifting priorities.

Key responsibilities

• Manage the Vice President's calendar and daily priorities, tracking commitments, deadlines, delegated items and open issues
• Prepare documents, spreadsheets, agendas and meeting materials
• Attend meetings, take notes and track action items
• Follow up on outstanding responses and deliverables
• Write concise emails, meeting summaries and follow-ups
• Support process documentation and internal procedures
• Use Microsoft 365 tools to improve organization and efficiency

Required profile

• 3+ years of experience as an Executive Assistant, Operations Coordinator, Project Coordinator or in a similar role
• Experience supporting senior leaders or executive teams
• B2+ English proficiency and strong written and verbal communication
• Excellent organization, time management and attention to detail; ability to handle multiple priorities and deadlines
• Discretion, professionalism, reliability, proactivity and strong follow-through

Required skills

• Strong Microsoft 365 skills: Outlook, Teams, Word, Excel and PowerPoint
• CRM systems and productivity tools; Microsoft 365 Copilot is a plus

What we offer

• A project-based opportunity with the potential to continue in a part-time capacity
• Fully remote work supporting a senior executive at a U.S.-based company
• Training and ongoing support from an international team