Executive Assistant

Executive Assistant at Fingerpaint Medical

Reset your expectations of a health and wellness agency. From our inception, Fingerpaint has been driven by an unstoppable collective spirit of possibility. It’s that curiosity that’s at the heart of everything we do. From our legendary people-first culture to the hundreds of Fingerpainters who define us, we’ve reimagined what it means to be a healthcare and wellness advertising agency. Here, creativity happens naturally—we attract top talent and give them a space to grow and collaborate.

Fingerpaint Group’s medical communications solutions, Fingerpaint Medical, help pharmaceutical and biotech companies communicate complex scientific data effectively, enabling healthcare providers to make informed decisions that advance patient care. Our targeted educational programs and strategic communications support product adoption and drive commercial success in competitive therapeutic areas.

The Opportunity

We are seeking a highly motivated Executive Assistant to support Fingerpaint Medical’s executive team. This individual will be responsible for managing the schedules, communications, and small projects for up to five key executives, while also playing a critical part in the group’s culture by organizing virtual and in-person events.

Duties And Responsibilities

• Process expense reports
• Manage calendars/scheduling for key Fingerpaint Medical leadership
• Arrange and book travel
• Event coordination: help to arrange large client meetings and pitches
• Manage agenda and note taking at leadership meetings
• Assist with virtual team social events
• Coordination with Fingerpaint’s People and Culture, Finance and other stakeholders
• Empowered to make real time operational decisions to ensure smooth workflow

Required Qualifications

Experience:

• 2 years of experience as an executive assistant, personal assistant, or similar role.
• Experience booking travel for multiple employees and dealing with travel agency vendors.
• Experience in an agency or similar type of fast-paced corporate environment is preferred.

Specialized Knowledge

• Excellent MS Office knowledge, particularly Powerpoint.
• Proficiency in managing and reconciling corporate credit cards for office leads.
• Mastery of calendar management, including the ability to prioritize and shift tasks seamlessly.
• Fluency in technologies used within Fingerpaint Medical (work with IT to become fluent).

Skills

• Ability to easily pivot while thinking three steps ahead to ensure everything is in place for leadership.
• Social personality with excellent communication skills for internal and external customer service.
• Comfort engaging directly with office leads and other executive leaders.
• Organizational rigor

Preferred Qualifications (Nice To Have)

• High level of confidentiality.
• Ability to remain calm under pressure.
• Impeccable ability to multitask.
• Strong level of commitment to personal and organizational growth.
• Critical thinking skills; ability to resolve various items and know when to ask for help.

Don’t meet every single requirement? That’s okay! Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At Fingerpaint, we are dedicated to building a diverse, inclusive, and authentic workplace, so if you’re excited about this role but your experience doesn’t align perfectly, we encourage you to apply anyway. You may be just the right candidate for this or other roles! Our team of qualified recruiters can match you with the right opportunity. Fingerpaint Group provides equal employment [and affirmative action] opportunities to all applicants and employees. We are proud to recruit qualified applicants without regard to race, color, religion, gender, age, ethnic or national origin, protected veteran status, physical or mental disability, sexual orientation, gender identity, marital status, or citizenship status.

Key skills/competency

• Executive Support
• Calendar Management
• Travel Coordination
• Expense Reporting
• Event Planning
• Communication Skills
• MS Office (PowerPoint)
• Organizational Skills
• Confidentiality
• Project Support