Executive Assistant

Written By Eduardo Lebron

Position Summary

NorthStar Validation Solutions is seeking a highly organized, detail-oriented, and proactive Executive Assistant to support the CEO and daily operations of the company. This role requires strong communication skills in both English and Spanish, exceptional administrative capability, and the ability to manage multiple tasks in a fast-paced, compliance-driven consulting environment.

The Executive Assistant will serve as a key point of coordination for scheduling, documentation, client communications, and internal processes. The ideal candidate is reliable, professional, and able to maintain strict confidentiality at all times.

Key Responsibilities

Administrative Support

  • Manage the CEO’s calendar, schedule meetings, and coordinate travel as needed.

  • Organize and maintain company files, project documentation, and internal records.

  • Prepare correspondence, emails, and memos on behalf of leadership.

  • Support the creation, formatting, and review of documents, presentations, and reports.

Operational Support

  • Assist with onboarding documentation for contractors or employees.

  • Maintain logs, spreadsheets, and trackers related to projects, clients, or regulatory activities.

  • Coordinate with external clients, vendors, and partners as required.

  • Support the preparation of invoices, proposals, and Statements of Work (SOWs).

Communication & Client Interface

  • Serve as a professional liaison between NorthStar and external stakeholders.

  • Draft and translate communications (English ↔ Spanish) when needed.

  • Follow up on pending items, action items, and scheduled commitments.

Technology & Documentation

  • Prepare and update Word, Excel, and PowerPoint documents.

  • Maintain databases, online portals, and document management systems.

  • Ensure accuracy and compliance of documents following GMP-style formatting standards.

Required Qualifications

  • Fully bilingual (English & Spanish) — written and spoken

  • Advanced proficiency in Microsoft Office: Word, Excel, PowerPoint, Outlook

  • Strong organizational and multitasking skills

  • High attention to detail and accuracy

  • Ability to work independently and meet deadlines

  • Excellent communication and interpersonal skills

  • Ability to maintain confidentiality and handle sensitive information

  • Professional, dependable, and comfortable in a regulated industry environment

Preferred Qualifications

  • Experience supporting executives or managers

  • Experience in pharmaceutical, biotech, or technical environments

  • Knowledge of administrative workflows, CRMs, or project tracking tools

  • Experience preparing or formatting technical documents

Other Important Information

  • This position is a 1099 Independent Contractor role.

  • Must be available for standard operating hours 8:00 AM – 5:00 PM.

  • Must be able to work from the designated office location unless otherwise approved by the CEO.

  • Occasional after-hours support may be required depending on client or project needs.

    How to Apply

    Interested candidates should submit:

    • Resume (English preferred)

    • Brief cover letter describing their experience and bilingual abilities

    Send applications to:
    info@northstarvalidation.com

Eduardo Lebron