Executive Assistant - Operations

Role Summary

Executive Assistant who will provide administrative support to the COO, US General Manager, and other leaders within Global Operations. Based in the Cambridge HQ and expected to be in the office daily. Responsibilities include managing complex calendars, scheduling appointments and meetings globally, coordinating domestic and international travel, catering, and event coordination. The role requires strong relationships with employees at all levels and with key external stakeholders, vendors, and contacts.

Responsibilities

• Manage calendars of Executives and other designated team members; review and coordinate requests for global meetings
• Coordinate domestic and international travel arrangements, including respective expense reports
• Maintain relationships with internal and external stakeholders (employees, KOLs, etc.)
• Organize meeting notes and minutes and maintain various meeting schedules
• Coordinates agendas, manages scheduling, and meeting minutes for various internal and external meetings
• Be present in the office to handle the logistical aspects of meetings and events
• Assist in the preparation and management of company materials; drafting, editing, and proofing various types of documents, including agreements, memos, correspondence, and presentation materials (e.g., PowerPoint presentations)
• Collaboration with the administrative team in the common goal of supporting the Executive Team and the organization

Qualifications

• Must have a proven track record of supporting c-suite and senior-level executives globally. Experience in a Biotech or Pharma setting a significant plus
• Demonstrated ability to establish priorities and act quickly and professionally
• Must be flexible with the ability to multi-task assignments, and possess excellent organizational and problem-solving skills
• The role demands adaptability to work across time zones, including non-traditional hours, to support global engagements and travel
• A strong attention to detail, and the ability to follow through in completing assignments/projects is crucial
• Thorough knowledge in the use of Microsoft Office suite (Word, PowerPoint, Excel, SharePoint, SmartSheet) is required
• Outstanding customer service skills
• Demonstrated ability to handle sensitive information, which has tactical and strategic importance
• Ability to work independently with discretion and confidentiality