THIS IS A TEMPORARY POSITION (6-9 MONTHS)
POSITION SUMMARY:
The Executive Assistant provides high-quality administrative and operational support to members of the Executive Management Team in a fast-paced, high-accountability environment. This role manages complex scheduling, travel coordination, and executive-level logistics while handling sensitive and confidential information with discretion. The Executive Assistant serves as a central coordination point across internal teams and external partners to ensure smooth day-to-day execution of executive priorities.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
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Manage complex calendars for multiple executives, including prioritization, scheduling, and coordination of internal and external meetings
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Coordinate domestic and international travel, including itineraries, logistics, and expense support
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Expense reports and credit card reconciliation (experience with Concur)
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Organize and manage logistics for meetings, including conference rooms, materials, AV, catering, and virtual meeting setup
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Prepare, edit, and format documents, presentations, and reports using Microsoft Word, Excel, and PowerPoint
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Draft and manage routine correspondence on behalf of executives
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Maintain organized filing systems and ensure documents are accurate, up-to-date, and accessible
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Process purchase orders, track invoices, and coordinate with Finance on vendor payments and project-related expenses
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Coordinate with external vendors, consultants, and service providers as needed
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Support company-wide scheduling and ad hoc executive requests, including cross-functional coordination
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Serve as backup coverage for other administrative personnel when required
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Provide occasional reception and office support as needed
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Perform other duties as assigned to support executive and organizational needs
QUALIFICATIONS:
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5+ years of experience supporting multiple senior leaders in a fast-paced environment (biopharma or life sciences preferred)
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Associate’s degree or some college coursework preferred; equivalent experience considered
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Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
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Strong organizational skills with ability to manage multiple priorities and deadlines
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High level of discretion and ability to handle confidential information
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Excellent written and verbal communication skills
