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Executive Assistant
3 months ago
Dyne Therapeutics is a clinical-stage muscle disease company focused on advancing innovative life-transforming therapeutics for people living with genetically driven diseases. With its proprietary FORCETM platform, Dyne is developing modern oligonucleotide therapeutics that are designed to overcome limitations in delivery to muscle tissue. Dyne has a broad pipeline for serious muscle diseases, including clinical programs for myotonic dystrophy type 1 (DM1) and Duchenne muscular dystrophy (DMD), and a preclinical program for facioscapulohumeral muscular dystrophy (FSHD).
Role Summary:
The position of Executive Assistant provides direct advanced administrative support to c-suite-level executives. The person in this role is highly organized and experienced in managing multiple priorities with urgency and professionalism. This role requires a strong attention to detail, excellent communication skills, and the ability to handle multiple tasks simultaneously in a fast-paced environment.
This position is responsible for managing calendar(s), acting as the gatekeeper to protect the time of the executive as appropriate. This position regularly interfaces with employees of all levels of the organization as well as key external partners.
This role is based in Waltham, MA without the possibility of being remote.
Primary Responsibilities Include:
Travel management: arrange intricate domestic/international travel for the executive including flights, trains, ground transportation and hotels and obtain travel visas as needed, work within company travel policies, and prepare relevant documentation and itinerary package and coordinate any real-time travel issues as they arise
Expense management: prepare, submit and track expense reports in a timely manner
Coordinate the Executive's internal communications to staff, including Leadership Department and other meetings and communications
Engage with team members to prepare for upcoming meetings; producing and publishing agendas in advance of meetings
Order catering for meetings as needed
Set up conference rooms with audio, visual and conference calls when needed
Clarify expectations with team (e.g., due dates, meetings, information needed, etc.) and understand business priorities and challenges
Be available for occasional local travel, event, and meeting attendance as needed
Work closely and effectively with the Executive to be well informed of upcoming commitments and responsibilities, including key decisions, following up appropriately
Anticipate and solve challenges to ensure the most strategic use of the Executive's time
Attend all team meetings, providing a summary of actions items to the Executive and team members as requested
Prioritize incoming communications (mail, email, calls) while anticipating and communicating any required actions/deadlines
Provide a bridge for effective and regular communication between the Executive and internal and external stakeholders; demonstrating leadership, collegiality and empathy to maintain credibility, trust and support.
Special projects as needed
Education and Skills Requirements:
Experienced C-Suite Level executive assistant with experience in a high growth, fast paced corporate environment
High School Diploma is required, Bachelor's degree is preferred
10+ years' experience as an Executive Assistant
Ability to recognize opportunities/gaps/obstacles, apply analytical and creative thinking to address issues or find innovative solutions and see them through to completion by taking ownership and accountability for meeting commitments and deadlines
Professional confidence in own ability and demonstrated intuition as a result of experience working through complex situations/issues
Demonstrated ability to work on multiple projects simultaneously leveraging strong organizational skills and flawless attention to detail, recognizing value and impact of the results
Prior experience in biotech/pharma preferred
Prior experience working with remote and hybrid teams in a matrixed organization
Strong Microsoft Suite proficiency (Word, Excel, Teams, PowerPoint, and Outlook)
Knowledge of teleconference equipment including Zoom, Teams, or other related software
Demonstrated experience managing multiple and complex travel arrangements while planning all aspects of complex meetings, on and off-site
Superior calendar management, organizational, time management and follow through skills to prioritize and coordinate workload with minimal supervision
Ability to determine how to handle calendar conflicts and decision making when organizing the executives' time are vital to success in this position, including using the most effective means of communication (Live Meeting, Teleconferences, and Videoconferencing)
Interface with very senior level external partners and demonstrate high degree of professionalism and ability to handle confidential information in an appropriate manner
High degree of tact and discretion, highly professional and corporate presence, self-confidence, flexibility, and adaptability
Ability to effectively work in a fast-paced changing corporate environment is critical to success in the position
Ability to work well independently as well as in a team environment both with internal and external stakeholders
Demonstrate excellent judgment, initiative, reliability, accuracy, and problem solving
Demonstrate leadership and collaboration with other team members at all levels of the organization
Ability to identify, drive/coordinate independent projects to enhance learning curve and maximize contribution to fulfillment of corporate objectives
Dedication with initiative and ability to proactively identify needs without being asked
Ability to maintain composure and diplomacy when working under pressure, deadlines, and tenuous or ambiguous circumstances
Ability to remain focused in situations involving multiple interruptions
Ability to see the big picture, while maintaining excellent attention to details
Excellent verbal and written communication skills
Outstanding word processing and document preparation skills
#LI-Onsite The statements contained herein reflect general details as necessary to describe the principles functions for this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise balance workload.
This description is not intended to be constructed as an exhaustive list of duties, responsibilities, or requirements for the position. This position may change or assume additional duties at any time. The employee may be requested to perform different or additional duties as assigned. All Employees are expected to adhere to all company policies and act as a role model for company values.
Dyne Therapeutics is an equal opportunity employer and will not discriminate against any employee or applicant on the basis of age, color, disability, gender, national origin, race, religion, sexual orientation, veteran status, or any classification protected by federal, state, or local law.
