Executive Assistant

2 months ago

Lexington, United States Planet Professional Full time

***Local candidates only, this is on-site 5 days per week in Lexington, MA***



$90-120k plus bonus and stock depending on experience

Executive Assistant

Direct Hire



Must Haves:

*3+ years of EA experience including calendar management, travel, and expenses

*Tech-Savvy

*Bachelor's degree

*Fast-paced pharma, biotech, or software industry experience

*Comfortable with some personal assistant work



Preferred:

*C-Suite support experience

*Board Meeting Support




The 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.


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.

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