Executive Assistant, GRAPS - Job ID: 2024
Ascendis Pharma is a dynamic, fast-growing global biopharmaceutical company with locations in Denmark, Europe, and the United States. Today, we're advancing programs in Endocrinology Rare Disease and Oncology.
Here at Ascendis, we pride ourselves on exceptional science, visionary leadership, and skilled and passionate colleagues.
Guided by our core values of Patients, Science, and Passion, we use our TransCon® drug development platform to fulfill our mission of developing new and potentially best-in-class therapies to address unmet medical needs.
Our culture fosters a place where skilled, adaptable, and highly resourceful professionals can truly make their mark. We offer a dynamic workplace for employees to grow and develop their skills.
The Executive Assistant, GRAPS provides high-level, proactive administrative and operational support to the Chief Regulatory & Safety Officer and serves as a trusted coordination partner to the GRAPS Leadership Team. The role protects executive time, anticipates needs, manages complex and confidential information, and enables effective leadership interactions across global time zones and functions.
The position requires exceptional judgment, discretion, organization, and follow-through. In addition to comprehensive calendar, meeting, travel, and expense support, the Executive Assistant coordinates leadership routines, prepares briefing materials, tracks decisions and actions, supports selected departmental processes, and works closely with executive assistants and partners across Ascendis to ensure seamless execution.
Key responsibilities
Executive calendar and time management
- Own and strategically manage a complex, dynamic calendar for the Chief Regulatory & Safety Officer, balancing enterprise priorities, GRAPS commitments, external engagements, preparation time, and global time-zone considerations.
- Assess meeting requests, resolve conflicts, recommend priorities, and ensure the executive has the context, materials, and logistical information needed for each engagement.
- Anticipate schedule risks and downstream impacts, proactively proposing solutions and communicating changes with appropriate sensitivity.
- Coordinate with other executive assistants to align leadership calendars, governance meetings, and high-priority company events.
Meetings, governance, and follow-through
- Coordinate recurring and ad hoc GRAPS Leadership Team, extended leadership, all-employee, and cross-functional meetings, including invitations, agendas, pre-reads, rooms or virtual logistics, catering, technology, and attendance tracking as appropriate.
- Compile and quality-check executive briefing packages, presentations, agendas, and supporting materials in collaboration with content owners.
- Capture or coordinate meeting notes, decisions, actions, owners, and due dates when requested; maintain decision and action logs and follow up on commitments.
- Support selected Executive Management Team, Board, health-authority, partner, and other high-profile interactions with rigorous attention to confidentiality, protocol, accuracy, and deadlines.
Travel, expenses, and event coordination
- Plan complex domestic and international travel, including itineraries, flights, ground transportation, lodging, visas, meeting logistics, and contingency plans.
- Prepare clear travel briefs and maintain current itineraries; respond effectively to last-minute changes across time zones.
- Prepare, reconcile, and submit expense reports and corporate-card documentation accurately and on time in accordance with company policy.
- Coordinate leadership off-sites, team meetings, and special events, including venue, vendor, materials, attendee, and budget logistics.
Communications and stakeholder coordination
- Serve as a professional first point of contact for internal and external stakeholders and represent the office of the Chief Regulatory & Safety Officer with discretion, responsiveness, and sound judgment.
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