Experienced Executive Assistant based in Ann Arbor/Detroit, MI).
Applicants for this position must be currently located in the Ann Arbor/Detroit, Michigan area to be considered.
Who are we?
We’re Avance Clinical a Contract Research Organisation. We offer specialised services supporting drug development for the pharmaceutical and biotechnology industry. We have a rich history in this area with our founding roots dating back to the 1980’s. If you already work in this industry you’ll know that we are experts in our field.
Why should you join Avance Clinical?
We appreciate that our most important asset is our people. We offer a fun, friendly work environment and a culture that values honesty and respect. We have a strong sense of team. We genuinely appreciate each individual but recognise the collective when achieving success.
We are committed to creating a flexible work environment for our people by supporting them to balance their work commitments and personal needs, both now and into the future.
Broad Purpose
Avance Clinical is a Contract Research Organisation which offers specialised services supporting drug development for the pharmaceutical and biotechnology industry.
The Executive Assistant (EA) for North America, provides high-level, confidential administrative and organisational support to the Chief Executive Officer (CEO), Chief Commercial Officer (CCO), Executive Vice President (EVP) North American Operations, and Executive Medical Director Oncology Centre of Excellence. The role ensures these leaders are optimally prepared, organised and supported to deliver on strategic and operational priorities across Avance Clinical's global business.
The EA will work in close partnership with the Australia-based EA to coordinate executive support across time zones, manage joint responsibilities (including ELT meetings and key company communications), and ensure a seamless experience for the CEO, who has extensive travel to Avance Clinical's Australian headquarters, along with other locations.
Core Responsibilities
· Provide proactive, high-level executive support to the CEO, CCO, EVP North American Operations and Executive Medical Director, including complex calendar management, meeting coordination across time zones and domestic/international travel arrangements.
· Work in close collaboration with the EA Manager based in Australia to coordinate division of responsibilities for global executive support, including:
o ELT meetings, leadership offsites and key company communications.
o Support planning and logistics for CEO travel between North America and Australia (and other regions as needed), ensuring seamless coordination of schedules, meetings and internal and external engagements.
o Align on processes, templates and standards for executive support to ensure a consistent experience for the ELT and broader business.
· Prepare agendas, briefing packs and meeting materials; attend selected meetings to record accurate minutes and actions and follow up to ensure completion.
· Draft, edit and format professional PowerPoint presentations and supporting documents for internal and external use, including Executive Leadership Team (ELT) forums and Board-level materials.
· Manage expense and corporate credit card reconciliations for supported executives in line with Avance Clinical policies.
· Screen and prioritise CEO email and other communications during periods of travel or absence, escalating urgent matters and resolving or redirecting routine queries.
· Support selected executive projects and initiatives by coordinating stakeholders, tracking actions and timelines, and consolidating information for decision-making.
· Provide general administrative and organisational support to the Executive Leadership, ensuring a professional, responsive and confidential service at all times.
· Other duties as directed by Line Management or delegate in line with skills, experience and/or qualifications
Qualifications, Skills and Experience
· Minimum of 5 years' experience in an Executive Assistant or senior administrative role supporting C-suite or senior executives, ideally within a global or matrixed organisation.
· Experience working across time zones and supporting executives who travel frequently.
· Experience working with highly confidential information and complex stakeholder environments.
· Advanced proficiency in Microsoft 365, particularly PowerPoint, Outlook, Word and Excel.
· Strong capability in designing and formatting professional presentations and Board-level documentation.
· Comfortable adopting and using collaboration and productivity tools (e.g., Teams, SharePoint, DocuSign, project or task management tools).
· Exceptional organisational and time management skills, with the ability to manage multiple priorities and deadlines in a fast-paced environment.
· High attention to detail and a strong commitment to quality and accuracy in all work.
· Proactive, resourceful and able to anticipate needs, resolve issues and take ownership of tasks with minimal supervision.
· Strong interpersonal and communication skills, with the ability to build effective relationships across levels, functions and geographies.
· Sound judgement, discretion and professionalism when handling sensitive and confidential information.
· Resilience, adaptability and comfort working in a growing, evolving organisation.
Additional Requirements
· Ability to work flexibly across US and Australian time zones on occasion to support key meetings or deliverables.
· Occasional travel within North America and/or to Australia may be required, subject to business needs.
What we offer
· Stimulating work
· Project diversity
· An intellectual challenge
· An agile & flexible workplace
· Opportunity to progress
· Stability
· Sense of community
· A leadership team that are working together on a common goal
· Flexible work options
· Great tools / tech to do your job