Executive Assistant

2 weeks ago

Lexington, United States Planet Professional Full time

Executive Assistant

Direct Hire

Onsite - Lexington


  • Must Haves:3-5 years of EA level experience
  • Tech-Savvy
  • Bachelor's (plus if from a top tier school)
  • Scheduling/Travel arrangement
  • Extremely polished professional
  • Fast paced industry experience, please screen on this
  • Comfortable with some PA work


Preferred:C-Suite support experience

  • Biotech
  • Board Meeting Support

Executive AssistantThe Role:

The Executive Assistant is vital to the CEO's 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.

If you're ready to take on this exciting challenge and grow your career in the biotech industry, we encourage you to apply.

This role is required to be onsite in Lexington, MA 5 days a week. Monday to Friday, 8:00 AM to 5:30 PM.

In the role you will:

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.

Communication:

  • Screen and prioritize incoming communications (emails, calls, mail)
  • Draft responses to routine correspondence
  • Serve as a point of contact for important clients and partners.
  • Liaise with Leadership team on behalf of the CEO.
  • Interacting with high profile Executives from other institutions globally.
  • Liaise with internal staff at all levels on behalf of the CEO when required.

Qualifications: About you

  • Bachelor's degree in Business Administration Communications, or a related field preferred.
  • 3-5 years of executive level support, preferably CEO/C-Suite levels, and preferably in the biotech or pharmaceutical industry
  • Exceptional time management and prioritization skills
  • Strong interpersonal skills and professional demeanor
  • Adaptability and willingness to learn about the biotech industry.
  • Proven ability to handle confidential information with discretion.
  • Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Strong interpersonal skills and the ability to build relationships with stakeholders including staff, board members and external partners.
  • Willingness to perform office management duties.
  • Expert level written and verbal communication skills, including the ability to ask clarifying questions and work with senior management, internal and external clients
  • Superior customer service and interpersonal skills.
  • Proactive approaches to problem-solving and decision-making capability.
  • Proficiency in MS Office suite and other relevant software
  • Discretion and confidentiality in handling sensitive information
  • Proficiency in Microsoft Office Suite, particularly PowerPoint, Outlook and Excel.
  • Flexibility to work outside standard business hours when required.

Work Schedule:

  • Standard work hours are Monday to Friday, 8:00 AM to 5:30 PM
  • Additional flexibility may be required to accommodate the CEO's schedule and urgent matters.
  • Occasional evening or weekend work may be necessary for special events or time-sensitive project
  • Flexible Spending Accounts for medical expenses and dependent care expenses (US)
  • Care.com Memberships (US)
  • Education Assistance Program (US & UK)
  • 401k match (US) and Financial Planning tools, Private Pension (UK)
  • Employee Stock Purchase Plans (US &UK)
  • Employee Assistance Program (US &UK)
  • Reward & Recognition Program (US & UK)
  • Catered Lunch (site dependent)
  • Free Parking (US & UK)

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