Senior Executive Assistant

Role Summary

Senior Executive Assistant provides advanced administrative support to the COO, Chief Legal Officer (CLO), VP Human Resources, and VP Clinical Operations. Manages complex calendars, travel arrangements, and confidential information, and supports board materials and governance processes. Works independently on projects from conception to completion and communicates effectively with senior leadership. Must be adaptable, with a proactive, results-driven approach and a strong sense of urgency.

Responsibilities

• Primary support to Chief Operating Officer, Chief Legal Officer and 2 VPs managing complex calendars based on key business priorities (ex. special projects, issues and escalations, time zone complexities). This involves networking with other executive assistant team members.
• Responsible for creating and coordinating all travel, including complex domestic and international travel with expected changes, and creating expense
• Responsible for assisting the Chief Legal Officer and finance department with board committee materials, SEC filings, D&O questionnaires, and equity document request
• Back up administrative support related to the Board of Directors materials and meetings.
• Develop meeting agendas, facilitate meetings (keeping agenda and goals on track), take minutes, and follow up on action items
• Organize all aspects for offsite conferences and external events, including catering and transportation
• Coordinate all contracts with contracting department and process POs to completion
• Employs tact and good judgment in confidential situations, and proven experience interacting with senior management, keeper of confidential information i.e. leadership team meeting topics, personal information related to employee performance,
• Proactively identifies and communicates issues, problems, and takes the opportunity to analyze and recommend conclusions. Reports appropriate feedback to their executive
• Anticipates upcoming needs as it relates to their scope of responsibility and executes appropriate course of action. Manage and correct deviations for timelines when applicable i.e. collection of documents, reports, and rollup of information, getting performance reviews in on time
• May manage, train and coaches less experienced administrative colleagues
• Collaborates with HR on interviewing efforts with senior leadership, as needed
• Assists with onboarding of new personnel into the department
• Perform other duties as assigned.
• Budget management
• Active member on Events committees and supporting event initiatives as needed.
• Creation and ongoing maintenance of cloud-based file organization and records, upkeep of executives’ memberships, dues, etc.

Qualifications

• Familiarity with legal process, procedures, terminology, and documentation.
• 5 years of experience supporting C-level management within the biotech/pharmaceutical industry preferred. Previous legal function support is a plus.
• Ability to work across time zones and exhibit flexibility in work schedule.
• Proficient with basic computer skills including typing and 10-key by touch, Word, Excel, PowerPoint, Outlook, Concur, WebEx/MS Teams SharePoint and Office 365
• Project management experience strongly preferred.
• Biotech and/or start-up company experience strongly preferred.
• Ability to exercise discretion and independent judgment regarding highly sensitive and external communications.
• Excellent communication skills, verbal and written coupled with strong command of English
• High emotional intelligence and relationship-building skills at all levels of the organization.
• Ability to work collaboratively within administrative team. Maintains strong working relationship with other administrative support professionals in support of executive and company initiatives.
• Ability to exhibit professional communication/coordination with key external partners/stakeholders (i.e. members of the board, external counsel, etc..)
• Ability to work well with diverse
• Excellent professionalism and strong interpersonal skills.
• Must have a positive “can do” attitude and show excellent judgement as well as work well independently.
• Flexibility to accommodate rapidly changing priorities and deadlines.
• Must be flexible to work on-site at the Boston office location.
• Willingness to travel as needed for executive support.

Education

• Bachelor’s degree preferred or a combination of experience and training.