Job Overview
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant (EA) to provide comprehensive administrative and operational support to our executive leadership team. The ideal candidate thrives in a fast-paced, rapidly evolving, high-growth scientific environment and possesses the unique ability to seamlessly manage complex schedules, anticipate executive needs, and handle highly confidential information with absolute discretion. This role acts as a critical resource for executive leadership and internal scientific, clinical, and operational teams.
Key Responsibilities
- Calendar and Meeting Management
- Execute calendar management by triaging meeting requests, resolving scheduling conflicts, and prioritizing time-sensitive invitations across multiple global time zones.
- Coordinate meetings, including board of directors meetings, scientific advisory board reviews, clinical updates, investor presentations, and team retreats.
- Manage on-site meeting logistics such as boardroom reservations, advanced audio-visual or virtual conference setups, catering, and guest/investor hospitality.
- Prepare agendas, assemble briefing documents, compile slide decks, attend select meetings as required for support such as recording minutes and tracking action items for executive review.
- Travel and Expense Coordination
- Arrange complex domestic and international travel itineraries including flights, ground transportation, hotel accommodations, and visa/passport documentation.
- Track corporate credit card expenditures, process monthly expense reports, and audit submissions for strict compliance with company policy and industry regulations.
- Communication and Document Control
- Draft, proofread, and edit high-level correspondence, memoranda, corporate communications, and specialized presentations on the executive's behalf.
- Protect intellectual property and data integrity by maintaining absolute confidentiality regarding clinical trial data, pipeline developments, regulatory submissions, and personnel records.
- Support executive communication pipelines by screening emails as required, routing inquiries to the appropriate department heads, and independent follow-ups.
- Operations and Special Projects
- Support purchase order requisitions that require executive approval, track administrative vendor contracts, and partner with accounting teams to confirm timely payments.
- Interface with enterprise software platforms (e.g., Workday, Concur, MS Teams) to monitor executive corporate workflows, signatures, and time-sensitive approvals.
- Partner with Human Resources to help facilitate leadership recruitment activities, schedule candidate interviews, and support new executive onboarding workflows.
Qualifications and Skills
- Required
- Experience: Minimum of 4 to 6+ years of progressive experience as an administrative or executive assistant, with clear preference given to backgrounds within the biotech, pharmaceutical, or healthcare industries.
- Education: High school diploma required; a Bachelor’s degree in Business Administration, Communications, Life Sciences, or a related field is strongly preferred.
- Technical Savvy: Expert proficiency with Microsoft Office Suite (Outlook, Word, PowerPoint, Excel, Teams) and standard virtual meeting platforms.
- Communication: Exceptional written, verbal, and interpersonal communication skills with a refined professional presence.
- Problem-Solving: Proven capability to work independently, think critically, and pivot seamlessly amid conflicting organizational priorities.
- Preferred
- Industry Acumen: Familiarity with standard life sciences terminology, regulatory frameworks (e.g., FDA, GCP, HIPAA), and clinical/scientific milestone pipelines.
- Global Exposure: Past experience supporting senior executives within global corporate structures or matrixed, multinational organizations.
Join us as an Executive Assistant to empower our leadership team through dedicated support that drives organizational success!
Pay: $80,000.00 - $105,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Education:
Experience:
- Personal assistant: 5 years (Required)
Location:
- Boston, MA 02109 (Preferred)
Ability to Commute:
- Boston, MA 02109 (Required)
Work Location: Hybrid remote in Boston, MA 02109
