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Executive Administrator/Office Manager

Dallas, Texas (Hybrid)

Reporting to the Chief Executive Officer (CEO), The Executive Administrator/Office Manager will provide high quality, executive-level support and manage a diversified range of administrative duties, including but not limited to assisting with calendar management, travel coordination, and internal/external communications, and office management with minimal supervision. The Executive Administrator/Office Manager will use independent judgement to plan, prioritize, and organize the workload, within defined parameters of identified work expectations and high-quality standards. The Executive Administrator/Office Manager must be reliable, well organized, and capable of interacting with internal and external constituents at all levels in a fast-paced environment while remaining proactive, efficient, and professional. This full-time 40-hour a week hybrid position offers a flexible Monday-Friday schedule during normal business hours. Weekend work should be expected at peak times.


Assists with managing the Chief Executive Officer’s calendar, scheduling meetings and telephone calls, shifting appointments, and keeping the CEO informed of any changes.

• Coordinates travel arrangements (i.e. air, train, hotel, and transportation) and prepares travel itineraries.

• Receives and responds quickly to email correspondence and telephone calls.

• Manages the contact database by entering, organizing, and tracking all existing and new contacts.

• Tracks all travel expenses, maintains receipts, and reconciles monthly reports.

• Assists with the preparation of written correspondence (i.e. proposals, presentations, etc.) as appropriate.

• Performs additional duties as assigned by the Chief Executive Officer.


· Bachelor’s degree from an accredited college

· Minimum 5-10 years prior experience as a high-level executive administrator or support at the executive level.

· Excellent communication skills, both verbal and written, with exceptional phone etiquette.

· Positive, flexible, mature person with a can-do attitude and good sense of humor.

· Strong attention to detail, accuracy, and thoroughness.

· Strong organizational, time management and prioritization skills.

· Computer and database proficiency: Microsoft Suite (Word, Outlook, Excel, and PowerPoint)

· Comfortable with executive-level interactions and working at a fast pace.

· Significant calendar management, meeting scheduling, and travel coordination skills.

· Ability to complete remote work efficiently and effectively, with daytime flexibility.

· Familiarity with pharmaceutical environment and governance preferred.

· Experience or interest in healthcare, medical research, or aging preferred.

· Residency in Dallas, Texas preferred; ability to work from home with a high-speed internet and a designated distraction-free workspace.

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