Executive Assistant, Research

Role Summary

Reporting to the Vice President, Head of Research, the Executive Assistant provides broad administrative support for the Research organization. The role handles highly confidential information, prepares materials for executive discussions, and manages senior-level communications with internal and external contacts. The Executive Assistant will make high-level contacts and exercise judgment within established practices and policies, working with senior leaders, collaborators, vendors, and visitors.

Responsibilities

• Provide comprehensive, high-level administrative and scheduling support to the Research Leadership Team, including management of highly confidential information, preparation of materials for executive discussions, and coordination with senior leaders and cross-functional partners.
• Serve as the primary point of contact for research contract processing, requiring expert-level working knowledge of contract workflows, documentation, and cross-functional coordination.
• Prepare, file, route, and handle documents and materials of a sensitive and confidential nature.
• Provide on- and off-site meeting support including logistics, audio/visual setup, refreshments, meeting minutes, and post-meeting follow-up for various committees and leadership team meetings.
• Assist in travel arrangements and expense reporting.
• Manage journal subscriptions, including testing, troubleshooting, and account maintenance.
• Provide operational support, including new staff scheduling and onboarding coordination, event support, and meeting and food logistics.
• Act as a liaison with other departments as needed.
• Handle a variety of special projects.

Qualifications

• Required: Experience supporting and prioritizing departmental scheduling based on strategic needs.
• Preferred: 8+ years administrative experience, with 5-7 years supporting executives in biopharmaceutical sector.
• Preferred: Working knowledge and hands-on experience with research-related contract processing.
• Preferred: Understanding research operations and how contracts support research activities.
• Required: Strong computer skills, including proficiency in PowerPoint, Excel, Word, Outlook, Access or other database applications.
• Required: Able to work independently and make sound decisions with minimal oversight.
• Required: Superior organizational and prioritization skills; demonstrated ability to manage workload across multiple departments.
• Required: Ability to multitask efficiently and synthesize and coordinate multiple communications in a fast-paced environment.
• Required: Excellent communication skills, including a sense of humor, with a proven ability to work effectively with diverse personalities.

Skills

• Proficiency with Microsoft Office applications (PowerPoint, Excel, Word, Outlook, Access) or other database tools.
• Excellent written and verbal communication and interpersonal skills.
• Strong organizational, time-management, and prioritization abilities; ability to manage multiple priorities in a fast-paced setting.

Education

• BA/BS degree preferred.