Executive Assistant to CEO

About the Role

Behind every successful executive is a reliable partner who enables them to focus on leadership. As the Executive Assistant to the Chief Executive Officer at Douglas Pharmaceuticals, you will be much more than a scheduler; you will be a trusted ally who coordinates priorities, connects people and information, and helps the Executive Leadership Team concentrate on shaping the future of the company.

Working closely with the CEO, Executive Director, and other senior leaders, you will be crucial in ensuring smooth operations across the Executive Office. Your skills in anticipating needs, resolving challenges, and bringing order to complexity will directly influence the organization's performance.

Key Responsibilities

• Efficiently manage complex executive calendars, priorities, travel arrangements, and sensitive correspondence.
• Organize meetings, planning sessions, and follow-ups for the Executive Leadership Team.
• Prepare agendas, board papers, presentations, reports, and minutes of meetings.
• Handle executive communications and support engagement with internal and external stakeholders.
• Coordinate governance-related activities including Trust administration, Trustee communications, and maintaining governance records.
• Assist in planning executive visits, leadership events, company functions, and international conferences.
• Manage purchase orders, invoices, and executive expense processes.
• Utilize technology and AI tools to improve workflows and boost Executive Office efficiency.
• Identify opportunities to streamline processes and continuously enhance Executive Office operations.
• Serve as a trusted point of contact between the Executive Office and other stakeholders.

Candidate Profile

• At least five years of experience supporting senior executives at the Executive or C-suite level.
• Proven track record managing executive meetings, governance activities, and leadership projects.
• Advanced proficiency with Microsoft Office and digital collaboration platforms.
• Exceptional organizational skills capable of juggling multiple priorities with meticulous attention to detail.
• Excellent written and verbal communication abilities.
• High level of discretion and professionalism when managing confidential information.
• Ability to cultivate trusted relationships across all organizational levels.
• Proactive mindset with confidence to foresee needs and address challenges preemptively.
• Experience in supporting Boards, Trustees, or governance committees is highly advantageous.
• Basic financial administrative experience, such as processing purchase orders and invoices, is preferred.
• Familiarity with employing AI or digital tools to optimize business processes and efficiency.

Why Choose Douglas Pharmaceuticals?

At Douglas Pharmaceuticals, your contributions are valued and you will collaborate with inspiring leaders while gaining meaningful responsibilities. This role offers the chance to influence the evolution of the Executive Office.

• Be part of an award-winning workplace culture recognized as an outstanding employer.
• Access opportunities for career progression through talent development and internal promotions.
• Enjoy additional leave entitlements, including five weeks of annual leave after six years of service.
• Benefit from parental leave top-up payments for 16 weeks.
• Protected by life and income protection insurance policies.
• Participate in the THRIVE wellbeing program promoting your physical and mental health.
• Receive exclusive discounts on products from well-known brands such as Clinicians, BraveFace, Avène, Ego, and more.

About Douglas Pharmaceuticals

Douglas Pharmaceuticals is a significant pharmaceutical company in New Zealand with a global growth trajectory. Privately owned and future-oriented, the company employs 500 professionals including scientists, engineers, and experts from various fields working together to develop quality healthcare products that enhance lives worldwide. Join a community committed to making a positive impact.