Executive Administrator

Our Vision

We believe in a world where everyone, regardless of their country's wealth or frontiers, enjoys access to medicines and healthcare when they need it.

Our Mission

We work tirelessly to remove access barriers faced by patients and caregivers across Low and Middle-Income Countries (LMICs) when seeking quality medicines and quality healthcare.

Who We Are: Accelerating access to medicines for all

Imagine a world where critical medicines are within reach, affordable, and synonymous with quality, no matter where you are. That is the world we're building with our unique, demand-aggregation model that unites healthcare providers across LMICs. At the heart of our identity is a single, resolute commitment: to build a future where geography and income never stand between any individual and life-saving medicines. Our platform isn't merely a space for transactions, we unlock affordable access to medicines by aggregating demand across healthcare providers. We also help manufacturers build a sustainable and reliable global access strategy.

Our business focuses on low- and middle-income countries and strengthens the purchasing power of these markets to ensure the supply of cost-effective, high-quality medicines.
We partner exclusively with authorized, high-quality pharmaceutical companies and certified caregivers to accelerate sustainable access to medicines.

About the Position:

Axmed is seeking an experienced and detail-oriented Executive Administrator to provide high-level administrative and operational support to the C-suite. The Executive Administrator will play a pivotal role in coordinating executive priorities, managing complex schedules across global time zones, and ensuring seamless executive operations.  

The ideal candidate is highly organised, thrives in fast-paced virtual environments, and treats executive calendar management as a project management function, anticipating dependencies, managing inputs, and ensuring timely execution. This position requires strong judgment, discretion, and the ability to communicate effectively across senior internal and external stakeholders. The role also calls for a proactive and solutions-oriented mindset, with the ability to anticipate needs, act independently, and drive progress with minimal direction.

Key Responsibilities:

Executive and Calendar Management

• Manage complex executive calendars across multiple time zones, ensuring strategic alignment of priorities and seamless coordination across departments.
• Treat diary management as a project management function: tracking milestones, dependencies, and follow-ups to support effective decision-making.
• Prepare agendas, pre-reads, and briefing notes for meetings and leadership sessions, including follow-ups with internal and external stakeholders on behalf of executives.
• Track follow-up actions, ensuring completion and alignment with organizational objectives.
• Support C-suite communication flow, ensuring executives are briefed, prepared, and connected to key initiatives.
• Leverage automation tools to streamline recurring scheduling tasks, meeting preparation workflows, and reminders to increase operational efficiency.

Travel and Expense Coordination

• Plan and coordinate domestic and international travel for all associates, including flights, accommodations, itineraries, and meetings.
• Manage all travel documentation, visa processes, and compliance with company policies.
• Process and reconcile expenses accurately and promptly, maintaining oversight of executive budgets.
• Prepare summaries or reports to support executive decision-making.
• Demonstrate understanding of multiple currencies and international coordination.
• Implement automated workflows where appropriate to streamline travel confirmations, expense submissions, and budgeting processes.

Database and Information Management

• Maintain accurate, up-to-date records across internal systems and databases (e.g., CRM, ERP, or collaboration platforms).
• Proactively manage data capturing, version control, and information accuracy across shared platforms.
• Support documentation management, ensuring ease of access and version integrity for all executive files.
• Utilise automation platforms to sync data across systems, reduce manual entry, and maintain data hygiene through automated processes.

Operational Support

• Manage administrative systems and processes that underpin executive efficiency in a remote environment.
• Coordinate vendor relationships, subscriptions, and digital tools supporting executive operations.
• Contribute to the continuous improvement of administrative workflows and communication systems.
• Support remote team meetings, all-hands sessions, and leadership coordination activities.
• Design, maintain, and optimise automated workflows that reduce manual administration and enhance operational scalability.

Internal Communications and Coordination

• Draft and distribute internal communications, announcements, and executive correspondence.
• Liaise across departments to coordinate deliverables and track cross-functional priorities.
• Serve as a professional and trusted representative of the executive office in all interactions.

Requirements:

• Minimum of 4 years' experience providing administrative support to senior leadership teams in a remote or distributed environment.
• Proven expertise in complex calendar management, international travel logistics, and expense reconciliation.
  
• Strong proficiency with Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) and remote collaboration tools such as Zoom, Slack, Teams, or Asana.
• Experience using CRM or ERP systems such as HubSpot.
• Experience with workflow automation tools (e.g., Zapier, Make, HubSpot workflows, Notion automation, or similar) and an understanding of how to systematize routine work.
• Exceptional organizational skills with meticulous attention to detail and follow-through.
• Demonstrated proactive mindset, with the ability to anticipate needs, think critically, and act independently to drive progress.
• Excellent written and verbal communication skills with professionalism and discretion.
• Comfort working autonomously and collaboratively in a remote, global environment.

What is in it for you?

At Axmed, we believe in creating a supportive and rewarding environment where our team can thrive. Here's what we offer:

• Unlimited PTO: Take the time you need to recharge and maintain work-life balance.
• Monthly wellness allowance: Prioritize your health and well-being with extra support.
• Paid parental leave: Time off to bond with your new family member without any added stress.
• Flexible working hours: Enjoy the freedom to structure your workday in a way that suits your lifestyle.
• Annual off-site retreats: Connect with the team and build lasting relationships during our company retreats.
• Fully remote work: Work from anywhere in the world and join our distributed team.
• The opportunity to make a difference: Be part of a mission-driven company working to improve healthcare equity.
• Competitive salaries: We offer a compensation package that reflects your skills and experience.
• Plenty of room for growth: We believe in nurturing talent and offering opportunities for professional development and advancement
  

Please Note: 1 Year Fixed Term Contract