About the Role We are seeking an experienced and highly proactive Executive Assistant / Personal Assistant to provide top-tier administrative and operational support to a senior leader within a regulated industry environment.
This role requires exceptional organizational skills, strong business judgment, and the ability to anticipate needs in a fast-paced and dynamic setting.
The successful candidate will be responsible for comprehensive executive support, project coordination, meeting and event planning, document management, and confidential administrative functions.
Key Responsibilities Executive & Administrative Support Provide strategic, high-level administrative support to optimize the executives time and ensure effective achievement of priorities.
Manage complex calendars, schedules, and competing priorities; proactively identify and resolve scheduling conflicts.
Coordinate domestic and international travel arrangements, including accommodations, itineraries, and expense claims.
Handle confidential correspondence, prepare business documents, edit presentations, and maintain organized filing systems.
Streamline expense reporting, manage documentation, and ensure efficient administrative workflows.
Project & Meeting Coordination Manage project-based tasks and follow up with staff and senior stakeholders to ensure deliverables and deadlines are met.
Track priorities and metrics on behalf of the executive.
Lead meeting preparation, including drafting agendas, tracking attendance, coordinating materials, and taking accurate minutes.
Monitor and follow up on action items and open issues to ensure timely progress.
Event & Logistics Management Support internal capacity-building activities, conferences, and workshops by managing all logistical arrangements.
Liaise with facilitators, vendors, caterers, and venues as required.
Create purchase order requests and support the tracking of budget expenditures.
Compliance & Stakeholder Management Interact professionally with senior leaders, internal teams, and external partners while managing sensitive and confidential information.
Maintain departmental files in accordance with corporate policies and regulatory requirements.
Operate independently with minimal supervision while maintaining a high standard of professionalism.
Systems & Tools Use Microsoft Office Suite to prepare reports, presentations, and documents.
Utilize SAP, SAP Concur, or similar systems for travel, expense, and invoice processing.
Requirements Relevant diploma or equivalent professional experience.
10+ years of experience in an Executive Assistant or Personal Assistant role supporting senior leadership.
Experience in a regulated industry (pharmaceutical preferred but not required).
Intermediate to advanced proficiency in Microsoft Office Suite.
Experience with SAP, SAP Concur, or comparable travel/expense/invoice systems.
Strong organizational, communication, and multitasking skills.
Ability to work with discretion, independence, and sound judgment.
For a confidential conversation about the role please apply for the role or contact Owen Clancy at By applying to this job post you agree that Sterling Engineering may process your personal data for recruitment purpose.