Executive Assistant

Role Summary

The Executive Assistant will provide high-level administrative support to MBX’s executive team members as assigned. This role is critical in ensuring seamless operations through expert calendar and schedule management, effective communication, and proactive problem-solving. The Executive Assistant will primarily support the Chief Medical Officer, Chief Human Resources Officer, Senior Vice President of Regulatory & Quality, and an additional future executive team member. Strong communication skills and a commitment to MBX’s mission and values are essential for consistently delivering at the highest level.

Responsibilities

• Manage complex calendars for multiple executives, including scheduling internal and external meetings.
• Anticipate potential conflicts and proactively implement contingency plans.
• Coordinate travel arrangements, accommodations, and itineraries.
• Organize and prepare for meetings, including agenda development, materials distribution, and logistics.
• Provide onsite or virtual support during meetings as needed.
• Coordinate logistics for company events, and leadership offsites.
• Ensure executives are equipped with necessary materials and resources for engagements.
• Liaise with internal teams and external partners to ensure smooth coordination of executive priorities.
• Assist with special projects and initiatives assigned by leadership.
• Prepare presentations, reports, and documents for executive review.
• Process expense reports and manage purchase orders as required.
• Support onboarding of new executive team members when applicable.
• Other responsibilities as assigned.

Qualifications

• Associate or Bachelor’s Degree
• 6+ years of previous experience as an Executive Assistant supporting C-level executives.
• Experience in event planning, facilities management and vendor contracts and relationships.
• Strong organizational and project planning skills that reflect ability to perform and prioritize multiple tasks seamlessly with meticulous attention to detail.
• Experience working with Concur Expense Reporting.
• Demonstrated high level of diligence and accountability for confidential information and interfacing with board and external business leaders.
• Highly proficiency with active interest and use of technology/applications.
• Excellent knowledge of MS Office (Outlook, Word, Excel, and Power Point).
• Excellent communication (written and verbal), interpersonal, and organizational skills.
• Ability to collaborate effectively with others to achieve common goals across the organization.
• Interest and ability to research solutions and propose alternatives to leaders for decision making.
• Demonstrated maturity, professionalism, and discretionary judgment while performing with high energy, integrity, honesty, trustworthiness, and keeping sensitive matters confidential.
• Ability to be flexible and dependable.

Additional Requirements

• Travel periodically based on the needs of the business to the extent requested by the Company.