Position Overview
We are partnering with a small, established pharmaceutical company seeking a polished, highly organized, and adaptable Bilingual Executive Assistant to provide direct professional and personal support to the company's Founder.
The majority of this position will focus on executive and personal assistance, including travel coordination, scheduling, meetings, transportation, family and household coordination, and managing day-to-day needs as they arise. This person will become a trusted right hand to the Founder and should be comfortable supporting both professional responsibilities and personal matters.
The role also includes office management and customer-facing responsibilities within a small Rahway office. This position is onsite Monday through Friday when not traveling. Occasional out-of-state travel will be required to support the Founder as needed, so candidates should have the flexibility to travel when necessary.
Fluency in Spanish, including the ability to speak, read, and write in Spanish, is required.
Travel: Must be comfortable with occasional out-of-state travel
Responsibilities
- Provide direct executive and personal support to the Founder
- Manage scheduling, appointments, meetings, and day-to-day priorities
- Coordinate the Founder's travel arrangements, itineraries, transportation, reservations, and related logistics
- Travel out of state with the Founder as needed and provide support during trips
- Assist with meeting preparation, scheduling, and follow-up
- Coordinate car services and other transportation needs
- Communicate with property management, cleaning services, and other household vendors
- Assist with family-related scheduling and service providers as needed
- Handle personal appointments, requests, and logistics
- Anticipate needs and proactively address issues with minimal direction
- Handle confidential business and personal information with discretion
- Serve as a primary point of contact for visitors to the office
- Answer and field incoming calls, receive mail, prepare meeting rooms, and assist with general office needs
- Process customer orders, including EDI and manual purchase orders
- Monitor and respond to customer inquiries and communications
- Assist with order tracking, shipment claims, backorders, and customer account maintenance
- Prepare customer reports and communicate with warehouse partners
- Coordinate with internal departments regarding inventory and customer needs
- Assist with additional administrative responsibilities as needed
Qualifications
- Fluent in English and Spanish, including speaking, reading, and writing
- Previous Executive Assistant, Personal Assistant, Office Management, or similar administrative experience
- Comfortable providing both professional and personal support to a senior executive
- Ability and flexibility to travel out of state as needed
- Highly organized with excellent attention to detail
- Strong sense of urgency and prompt follow-through
- Dependable, punctual, and responsive
- Self-starter who can work independently and anticipate needs
- Polished and professional communication skills
- Strong interpersonal skills and comfortable interacting with executives, customers, vendors, and visitors
- Able to manage multiple priorities and remain organized under pressure
- Strong Microsoft Office skills, particularly Excel, Word, PowerPoint, Outlook, and email
- SAP experience is a plus
- Bachelor's degree preferred
- Pharmaceutical or healthcare experience is not required
Ideal Candidate
The ideal candidate enjoys being a trusted right hand and takes pride in making sure both professional and personal responsibilities run smoothly. This person should be proactive, polished, personable, highly organized, and comfortable wearing multiple hats.
We're looking for someone who can anticipate what needs to be done, take action quickly, and follow through without requiring frequent reminders. The right person will be comfortable shifting between executive support, personal requests, travel, office responsibilities, and customer needs while maintaining a high level of professionalism and discretion.
Pay: $70,000.00 - $80,000.00 per year
Work Location: In person
