Executive Assistant

At Real Chemistry, making the world a healthier place isn’t just an aspiration—it’s our everyday reality. Our drive to transform healthcare is informed by our blend of deep scientific expertise, human-centred creativity, and AI-driven insights, fostering a unique environment where innovation thrives and our people are impact-obsessed. As a global agency, we provide a full suite of services across healthcare communications and marketing to our clients, including top players in the pharmaceutical and biotech industries.

Our #LifeatRealChem culture is rooted in our people—we believe we are best together and are committed to excellence for both our clients and colleagues. Whether you're a seasoned professional or just starting your career, if you share our passion for healthcare and connection, we invite you to explore our opportunities.

Discover your purpose. Embrace innovation. Experience #LifeatRealChem.

Real Chemistry is looking for an Executive Assistant to join our growing team!  

The Executive Assistant provides day to day administrative support, including (but not limited to) diary management, submitting expenses, arranging travel and logistics, scheduling meetings both internal and with external clients, preparing PowerPoint decks, handling correspondence and collating reports.  Some ad-hoc personal support will be required (e.g. making personal appointments/reservations).

This position will be based in our New York office, with expectation of going into the office at least 3 times per week.

What you’ll do: 

Diary/Schedule Management

• Extensive diary management for the Senior Leaders
• Scheduling and tracking all regular 1:1s and key company meetings
• Set up rooms for client and team meetings, and meet and greet clients/candidates when necessary
• Provide call details with relevant country dial-ins, and where necessary setting up video conferences over multiple time zones
• Ensure performance reviews are scheduled in a timely manner for the leader’s direct reports

Travel & Expenses

• Handle extensive travel arrangements for the Leaders, including detailed itineraries, car bookings and accommodation
• Ensure all travel details are clearly put in each Leaders calendars’ in the correct time zone
• Complete monthly credit card & personal expenses for the Senior Leaders within the deadline
• Complete and track cash expenses for the Senior Leaders

General Admin

• The EA will liaise directly with the other EA’s both in London and in the US
• Source and book restaurants for client meetings, and organize lunches/coffees/snack runs for client and team meetings as needed
• Be flexible around US time zones when the Senior Leaders are travelling
• Answer phones/take messages, field calls as necessary
• Work with Office Manager to provide support across the office as required, including covering the Front desk and receiving deliveries
• Some personal errands may be required
• Any other reasonable duties as required

This position is a perfect fit for you if: 

• ​Our Company values – Best Together, Impact-Obsessed, Excellence Expected, Evolve Always and Accountability with an “I” – really speak to you. 
• You are adaptable, resilient, and OK with adjusting your scope, responsibilities, and focus as we grow. When things change, so do we. We’re always evolving. 
• You are proactive, driven, and resourceful with strong prioritization skills and a desire to dive into the data. 
• You are highly organized self-starter, able to work independently and under tight deadlines. 
•  

What you should have:  

Required Skills & Experience: 

• At least 3+ years of Executive Support Experience
• Proven track record of managing strong personalities
• Solid experience in administration
• Microsoft Office, Excel, Word, PowerPoint and Outlook 
• Prior experience in working in a fast-paced PR/marketing agency environment is a distinct advantage
• Familiar with cloud-based applications
• Organizational skills – ability to plan diaries, meet deadlines and multitask 
• Strong communication skills - ability to articulate messages effectively 
• Time-Management – focus on delivering work on time  
• Workload Management – ability to prioritize tasks and push back where necessary 
• Strong attention to detail – reviews all work before submission  

Salary Range: $68,000 - $80,000

Real Chemistry is proud to be Great Place to Work® certified; check out what our people shared about our culture and workplace on our Great Places to Work Profile here.

We believe we can do our best when feeling our best, which is why we’ve put together a benefits program designed to give you the support you and your family need at every stage of life. Real Chemistry offers a comprehensive benefit program and perks, tailored to your region. Globally, this includes offices in our key markets with free snacks to keep you running all day long, generous holiday and paid time off, options for private medical, dental, and vison plans, and support in saving for the future. Other perks include mental wellness coaching and support and access to more than 13,000 online classes with LinkedIn Learning.  Learn more about our great benefits and perks and search specific offerings in your region at: www.realchemistrybenefits.com.

Working with Real HART: Since the pandemic, we have adapted to how our people told us they want to work. We have office locations in cities in the US, UK, and Europe with many employees and clients that serve as hubs where and when they need us. For employees who are within an hour of one of our offices, we expect attendance in the office two days per week, either at a Real Chemistry office or onsite with clients. We are also actively opening new office locations, so if one opens near you, our Real HART policy will apply. We are not looking for attendance for the sake of attendance but believe that the opportunity to coordinate in-office team meetings, 1:1 meetings with managers, taking advantage of on-site learning, and connecting with client partners is a critical to delivering on our purpose of making healthcare what it should be. Outside of these offices, we have regions, where people work remotely but come together quarterly for collaboration, culture and learning opportunities. We call this our Real Hybrid and Regional Teams (Real HART) approach. Real Chemistry believes we are best together – and our workplace strategy fosters connection and collaboration in person – but also supports flexibility for our people.

Real Chemistry is an Equal Opportunity employer. We continually strive to build and sustain an inclusive and equitable work environment where our employees feel empowered to leverage all they bring from their personal lived experience and professional expertise, to make our team the best in the industry. We encourage motivated and qualified applicants to apply without regard to race, color, religion, sex (including pregnancy), sexual orientation, gender identity/expression, ethnic or national origin, age, physical or mental disability, genetic information, marital information, or any other characteristic protected by federal, state, or local employment discrimination laws where Real Chemistry operates. Should you require accommodations throughout the interview process please let your recruiter know.

*Notice: Real Chemistry and its affiliates' names are being misused by scammers through messaging services, fake websites, and apps. Do not share personal or financial information or make payments to any unverified sources claiming to be connected to Real Chemistry. We are working to stop these unauthorized activities and protect our community. Read more here.