EXECUTIVE ASSISTANT
Multiple openings
100% onsite - Lexington, MA
Work Schedule - Standard work hours are Monday to Friday, 8:00 AM to 5:30 PM. Flexibility is necessary to accommodate the CEO's schedule, urgent matters and occasional evening/weekends for events or time-sensitive projects.
We are seeking an Executive Assistant (EA) to support the CEOs office, managing critical operations and high-level communication. This role combines advanced administrative duties with personal support, requiring a versatile professional who excels at both organizational and individual tasks. The ideal candidate can seamlessly transition between preparing executive presentations and handling the CEO's personal matters. As the primary contact for top leadership, this position demands someone who thrives under pressure, maintains strict confidentiality, and proactively addresses needs while remaining composed in a fast-paced environment.
RESPONSIBILITIES
Executive Support:
- Manage CEO's complex calendar, including scheduling meetings, travel arrangements, and appointments.
- Arrange & coordinate meetings/events (Board retreats, management dinners, etc.)
- Screen CEO's emails, archive and professionally compose replies/correspondence on behalf of the CEO when required.
- Prepare reports, presentations (investor, Boards, partners) and memos when required.
- Prepare the CEO's monthly expense summary - personal and business-related expenses.
- Act as a liaison between the CEO and internal/external stakeholders.
- Handle sensitive and confidential information with utmost discretion.
- Provide high-level confidential administrative support to CEO first and foremost, and the Senior Leadership team as required.
- Manage all CEO's memberships & subscriptions and their renewals / payments.
Personal Assistance:
- Manage personal appointments and commitments.
- Coordinate travel logistics, including flights, accommodations, and itineraries.
- Handle personal errands and tasks as needed.
- Manage vendors when required.
Office Management:
- Coordinate with other departments to ensure smooth operations.
- Assist with board meetings and other high-level gatherings.
QUALIFICATIONS
- Bachelor's degree in, 3+ yrs of executive level support, preferably CEO/C-Suite levels, and preferably in the biotech or pharmaceutical industry
- Exceptional time management and prioritization skills
- Expert level written and verbal communication skills, including the ability to ask clarifying questions and work with senior management, internal and external clients
- Proficiency in Microsoft Office Suite, particularly PowerPoint, Outlook and Excel.
