Executive Assistant

Updated: November 18, 2021
Location: Santa Monica, CA, United States
Job ID: 137422

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The Executive Assistant works closely with and supports the needs of our Communications President of Advertising, President, GSW NY and Group Managing Director, California.  

GSW is a full-service healthcare communications agency that goes beyond advertising to create personalized brand experiences. We develop strategic marketing solutions for pharmaceutical, biotech and health-and-wellness clients around the world. We create experiences that involve, inspire, educate and activate people through ongoing brand journeys.



Responsibilities include, but are not limited to:

  • Coordinates travel including ground transportation, flights, and hotel rooms for executive staff
  • Maintains, updates and protects executives’ calendars to proactively help them manage demanding schedules
  • Exercises sound judgment and has ability to independently make certain decisions
  • Helps to coordinate and manage agency cultural events
  • Communicates in a highly professional, courteous and articulate manner
  • Anticipates the needs of executives and proactively addresses
  • Schedules meetings in-house and off-site in support of executive staff; secures meeting locations and ensures all related logistics are planned and executed smoothly; when needed, prepares meeting locations and conference rooms appropriately before and after meetings
  • Compute weekly Timesheets and Expense Reports, in a timely manner
  • Handles confidential information (i.e. staffing plans, salary information, client contracts, etc.) on a routine basis for executive staff
  • Research and compile materials needed for meetings, calls and projects
  • Prepare draft communications and occasional mail correspondence
  • Assist with document production and projects, as requested utilizing excel for reports, PowerPoint for deck development.
  • As needed to support executive staff, transmits faxes, types/files correspondence and/or important documents, makes copies, binds/prepares presentations and other materials
  • Attend staff meetings and internal meetings, take notes as needed and transcribe/synthesize information into summary report
  • Complete special projects as assigned

Job Requirements

  • Possess intermediate to advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
  • Have a strong dedication to customer service, and be well organized with excellent written, oral, and interpersonal communication skills
  • Have the ability to work efficiently, be solutions-oriented, proactive, and anticipate needs
  • Take ownership of work and excel in a team environment
  • Possess strong time management skills, with attention to detail, following through on projects and handling multiple tasks
  • Have at least 10 years prior executive support experience.
  • Experience working in a publicly traded company a plus
As a healthcare company we have an important responsibility to protect individual and public health. This position will require individuals to be fully vaccinated against COVID-19 as part of their job responsibilities, unless an exemption can be confirmed based on a medical condition or sincerely held religious belief. Submission & Approval of an Exemption does not guarantee that an exemption can be accommodated.

GSW turns against the premise of doing the “same old.” Our culture is focused on collaborative, meaningful advertising and day-to-day interpersonal interaction. We value the diverse backgrounds of our team members, and everyone has the opportunity to provide input and be heard. GSW is comprised of creative, motivated individuals who are all here for a reason. We welcome those who strive to work above and beyond their role, who voice their opinion and who are engaged in all aspects of the agency.

At GSW, “speak people” is part of our every day. Our employees are inventing ways to go further, faster, thus giving purpose to liberating ideas within healthcare advertising.

GSW is part of Syneos Health Communications, a purpose-built collective of agencies focused on supporting health and biopharmaceutical innovators. We work in scalable, collaborative teams that partner across disciplines and geographies to deliver integrated communications strategies that accelerate brand performance. In today’s fast-changing and complex environment, success lies in making connections: between science, emotion, and technology; between data, design and human insight. We’re able to make those connections because our medical communications, digital, advertising, public relations, data science, research and market access specialists work closely with each other and with healthcare experts, including physicians, pharmacists and advocates. Together, we are the connected healthcare partner tapping rich insights to drive innovation, change behavior and pioneer a new era of accountable marketing.

Syneos Health Communications is powered by Syneos Health, a global professional services organization designed to help the biopharmaceutical industry shorten the distance from lab to life.

WORK HERE MATTERS EVERYWHERE | How will you accelerate bringing new therapies to patients?

Syneos Health is an affirmative action/equal opportunity employer (Minorities/Females/Vet/Disabled) 

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