LanceSoft, Inc. ยท 9 hours ago
Administrative Assistant - Level 3 US_AGS
Philadelphia, PA
Full-time
Hybrid
Senior Level
5+ years expLanceSoft, Inc. is a company providing high-level administrative support, and they are seeking an Executive Coordinator to assist senior leaders within Communications and Government Affairs. This role focuses on managing complex calendars, travel arrangements, meeting coordination, and maintaining communication with internal and external stakeholders.
Information Technology
Responsibilities
Manage complex, multi-time-zone calendars for three senior leaders in CGA, prioritizing conflicting requests and aligning with strategic priorities
Plan and coordinate all aspects of travel (domestic and international) including itineraries, visas/required documentation, expense submission, and travel risk/contingency planning
Prepare materials, background dossiers, and meeting briefs tailored to executive needs; ensure up-to-date context on business priorities and related issues, regulatory developments, and stakeholder positions
Draft, proofread, and finalize correspondence, presentations, and reports on behalf of executives with high attention to tone, accuracy and confidentiality
If requested, handle inbox triage and response drafting; escalate matters appropriately and maintain follow-up trackers
Organize internal and external meetings, media trainings, stakeholder briefings, panel events and offsites: logistics, room bookings, technology (A/V, hybrid setup), agendas, participant coordination and minute-taking
Prepare and circulate pre-read materials, manage attendee lists, and track action items and decisions; ensure timely distribution and follow-up
Act as operational liaison for the U.S. media team: manage contact lists, media databases, and distribution lists
Issue press releases (at times after hours)
Maintain media assets repository (bios, headshots, prior press materials, subscriptions, Teams site) and ensure media-facing content is current
Serve as a primary point of contact, when needed, for internal stakeholders (legal, regulatory, compliance, HR, regional communications, tech and therapy areas) and relevant external partners (agencies, vendors, media contacts)
Coordinate cross-functional inputs for executive-level deliverables, ensuring compliance reviews and approvals are completed on time
Escalate and resolve scheduling or operational conflicts and surface risks or opportunities to executive leadership
Track key initiatives, deliverables, timelines and follow-ups for CGA priorities; maintain action trackers and status reports
Coordinate financial administration tasks like PO management and invoice tracking, including budgets tracking and follow up
Continuously refine office systems, playbooks and templates to improve efficiency across the CGA executive function
Handle highly confidential information with discretion and maintain secure filing (digital and physical) in line with company policies
Ensure compliance with CLIENT policies and external regulations where applicable (e.g., transparency rules for government engagement, data protection)
Maintain accurate contact and stakeholder records; manage vendor contracts and invoices related to executive activities when required
Qualification
Required
Education: Bachelor's degree in communications, public affairs, business administration or related field preferred; equivalent combination of education and experience considered
Experience: 5+ years of high-level executive support or senior administrative experience, ideally supporting communications, public affairs, media or government affairs teams. Experience in a pharmaceutical, healthcare, corporate affairs or agency environment is strongly preferred
Media familiarity: Practical understanding of media workflows (press outreach, interview logistics, media monitoring) and comfort coordinating with agency partners
Organizational skills: Demonstrated ability to manage complex calendars, multiple priorities and competing deadlines with meticulous attention to detail
Communication: Excellent written and verbal communication skills; strong drafting ability for executive-level materials and correspondence
Technology: Advanced proficiency with Microsoft Office (Outlook, Word, PowerPoint, Excel); familiar with collaboration tools (Teams/Zoom, SharePoint/OneDrive) and media monitoring platforms. Comfortable learning proprietary internal systems
Discretion & judgment: Proven track record handling confidential, sensitive matters and exercising sound judgment in stakeholder interactions
Flexibility & resilience: Comfortable in a fast-paced environment with occasional extended hours to support media events, crises or senior leader availability
Location & travel: Based in the U.S.; ability to travel domestically and occasionally internationally as required
Preferred
Prior experience supporting a media or press function in a regulated industry
Basic understanding of government affairs/stakeholder engagement processes and public policy landscape
Familiarity with expense/credit card administration, purchase orders and vendor onboarding
Certifications in project management or executive assistance
Company
LanceSoft, Inc.
Established in 2000, LanceSoft is a pioneer in delivering top-notch Global Workforce Solutions and IT Services to a diverse clientele.
5001-10000 employees
H1B Sponsorship
LanceSoft, Inc. has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (55)
2024 (32)
2023 (23)
2022 (25)
2021 (60)
2020 (80)
Funding
Current Stage
Late StageLeadership Team
Ram Karuppusamy
Chairman & CEO
Simon Dealy
Chief Financial Officer
Company data provided by crunchbase