Executive Assistant (Senior Associate, Medicine Security Operations)

About the role

The Senior Associate, Medicine Security Administrative Operations provides key executive and compliance support for the Medicine Security (MedSec) team. This position supports the division's policies and procedures, oversees recall processes, and ensures required wholesale distribution licensing is valid. The role also provides high-level administrative and operational support to the Senior Vice President and MedSec leadership.

Responsibilities

• Actively model and contribute to Americares values, work culture and mission
• Engage in and contribute to team spaces with openness, global competencies, and a growth mindset
• Provide high-quality administrative support to SVP, Medicine Security by managing calendar and scheduling, coordinating travel arrangements, developing social media communication, organizing team meetings, and other activities
• Provide administrative support to MedSec leadership team, including meeting coordination, expenses & travel, team building activities, developing presentation materials, action tracking, reporting, budgeting support, communications, and departmental planning to improve team efficiency and alignment
• Support cross-functional programs, including partner renewals, process tracking, and issue resolution, while improving workflows and ensuring timelines and requirements are met
• Compliance Program & Audit Management: Support the development, standardization, maintenance, and annual review of policies, procedures, and process documentation to ensure alignment with regulatory requirements and operational consistency; coordinate audit responses and findings to ensure adherence to wholesale distribution and other regulatory standards
• Training & Documentation Oversight: Ensure alignment across SOPs, training materials, and business process documentation; support compliance training initiatives and track staff training completion and records
• Operational Compliance & Risk Management: Manage recalls, monitor inventory for compliance issues, oversee records retention practices, and handle licensing renewals to ensure ongoing regulatory compliance and risk mitigation
• Other duties and responsibilities as assigned

Requirements

• Exceptional organizational skills with a strong focus on accuracy, documentation, and process consistency
• Understanding of compliance concepts with the ability to learn and interpret regulations, standards, and policies
• Strong collaboration and communication skills to work effectively across teams and leadership levels
• Ability to manage competing priorities while meeting deadlines and maintaining high-quality output, supporting both operational and executive priorities
• Ability to identify compliance gaps, interpret audit findings, support root cause analysis, and help implement corrective and preventive actions
• Familiarity with data tracking and operational management tools such as SharePoint, Excel, and / or similar platforms
• Strong professional writing skills, including the ability to draft and edit presentations, compliance documentation, and internal and external communications to a high standard of clarity and quality
• Ability to handle sensitive information (audits, compliance issues, executive communications) with confidentiality, sound judgment, and professionalism
• Ability to effectively organize, track, and maintain large volumes of information across policies, audits, training materials, and communications
• Ability to drive adoption of new processes, policies, or tools across teams

Qualifications

• US work authorization without restriction is required for this role
• Candidates must be currently living within a commutable distance to Stamford, CT US headquarters office, going approximately 5 times a quarter in person