Executive Assistant

This is a hybrid position requiring the team member to be onsite a minimum of 3 days per week. No relocation is provided for this opportunity.

At West, were a dedicated team that is connected by a purpose to improve patient lives that has been at the center of our Company for more than a century. Our story began when Herman O. West solved the problem of supplying penicillin in mass quantities to the US Government during World War 2. Through our work to deliver thousands of life-saving and life-enhancing injectable medicines to millions of patients daily, Wests indelible mark on the healthcare industry has just begun. A name started our story. How will yours help write our future?

Theres no better place to join an inclusive community of professionals with opportunities for lifelong learning, growth and development. Supported by benefit programs, we empower the physical, mental, emotional and financial health of our team members and their families. We believe in giving back to help those in need in the communities where we live and work. And are equally committed to creating a healthier environment and planet through our sustainability efforts.

Job Summary

Develops high-level partnership with Chief Financial Officer providing comprehensive executive administrative support as well as support for their direct reports as needed. Conserves executives time with meeting management, calendar management, complex travel coordination, and expense reporting, performs duties such as coordination of meetings and conferences, partnering with Investor Relations and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload. Must have a strong sense of teamwork, be proactive by identifying opportunities, problem solving and act accordingly.

Essential Duties and Responsibilities

• Serve as an administrative partner to the CFO by proactively managing priorities, screening and routing communications, and ensuring optimal use of executive time.
• Strategically manage a complex, global calendar across multiple time zones; prioritize requests, resolve conflicts, and align scheduling decisions with business objectives.
• Prepare, draft, and review executive-level correspondence, presentations, briefing materials, and reports to ensure accuracy, clarity, and readiness for leadership, Board, and external stakeholder meetings.
• Record and distribute accurate meeting minutes; track, monitor, and follow up on action items to ensure timely completion and accountability.
• Coordinate complex domestic and international travel, including itineraries, logistics, expense reporting, and vendor payments, ensuring compliance with company policies and seamless execution.
• Act as a primary liaison between the CFOs office and senior leaders, Board members, Investor Relations, internal and external partners, and global stakeholders, maintaining professionalism and sound judgment.
• Plan and assist in high-visibility meetings, conferences, earnings-related activities, and finance leadership events, managing logistics, vendors, budgets, and materials to ensure successful outcomes.
• Anticipate executive needs by proactively identifying risks, gaps, or opportunities and implementing solutions that enhance efficiency and organizational effectiveness.
• Collaborate with domestic and international counterparts within a global, matrixed organization to ensure alignment, communication flow, and continuity of support.
• Partner with the Administrative Services team to provide cross-coverage, share best practices, and ensure uninterrupted executive support during absences or peak business cycles.
• Other duties as assigned.

Education

• Bachelors degree and/or Administrative Certification preferred, but not required.

Work Experience

• 3+ years of senior executive assistant experience.
• Experience managing multiple calendars.
• Experience booking travel.

Preferred Knowledge, Skills and Abilities

• Exceptional written and verbal communicaiton skills with the ability to represent the CFOs office professionally with senior internal and external stakeholders.
• Advanced organizational and prioritization skills with demonstrated ability to manage multiple competing demands in a fast-paced, high-visibility environment.
• Strong executive calendar management expertise across multiple time zones, including strategic scheduling and proactive conflict resolution.
• Proven ability to exercise independent judgment, discretion, and maintain strict confidentiality with highly sensitive financial and organizational information.
• Demonstrated project management capability, including tracking deliverables, follow-up on action items, and driving action items to completion.
• High level of professionalism and composure when navigating ambiguity, urgency, or unexpected challenges.
• Strong collaboration skills with the ability to build effective working relationships across all levels of the organization.
• Advanced proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook); ability to quickly learn and navigate enterprise systems.

#LI-AP1 #LI-HYBRID

Additional Requirements

• Work experience with Concur, Kronos, Teams, SAP, and SharePoint.
• Previous experience in a global and matrixed environment (manufacturing or pharmaceutical).

Administrative Experience

• Supporting a Senior Executive.

Travel Requirements

• 10%: Up to 26 business days per year.

Physical Requirements

• Sedentary-Exerting up to 10lbs/4kgs of force occasionally, and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body.
• Sedentary work involves sitting most of the time.

West embraces diversity and equality of opportunity. We foster an environment where all individuals are safe, treated fairly, valued and respected. We do not discriminate on the basis of race, religion, color, national origin, gender, sex, gender identity, sexual orientation, age, marital status, veteran status, disability status or other applicable legally protected characteristics.

Where permitted by law, employment with West Pharmaceutical Services, Inc. or any of its subsidiary or affiliate companies, is contingent upon the satisfactory completion of post-offer background screening.