Executive Assistant

Accountabilities

• Manage complex and frequently changing executive calendars, proactively resolving scheduling conflicts and prioritizing competing commitments.

• Stay informed about leadership priorities, upcoming responsibilities, and key team initiatives to anticipate needs and provide effective day-to-day support.

• Coordinate meetings, including conference rooms, virtual access, catering, agendas, presentations, and other required materials.

• Organize logistics for conferences, investor meetings, industry events, and other professional engagements, ensuring smooth participation from planning through completion.

• Arrange complex domestic and international travel, including researching passport and visa requirements and preparing detailed itineraries.

• Manage sensitive and confidential matters with sound judgment, professionalism, and discretion.

• Prioritize requests, respond to changing needs, and drive administrative projects to completion under tight deadlines.

• Collaborate closely with the executive operations function and fellow assistants to maintain effective communication and consistent support across the team.

• Communicate professionally with senior stakeholders and other high-profile contacts on behalf of leadership.

• Monitor and respond to emails, texts, and phone calls outside standard business hours when necessary to support business priorities.

• Track, prepare, and submit expense reports, invoices, and purchase orders, ensuring accurate and timely processing.

• Assist with personal requests and other administrative responsibilities as needed.

• Take on additional assignments as required, adapting quickly to unfamiliar tasks and evolving business needs.

Requirements

• Bachelor’s degree preferred.

• 8–10 years of experience supporting senior-level executives, ideally within research and development, pharmaceuticals, biotechnology, finance, investment, or a startup environment.

• Demonstrated ability to perform effectively in fast-paced, high-pressure settings with multiple competing priorities and tight deadlines.

• Experience managing complex calendars, executive travel, meeting logistics, expenses, and administrative projects.

• Familiarity with Concur is an advantage.

• Exceptional organizational skills, attention to detail, and time management, with the ability to anticipate needs and manage multiple workstreams simultaneously.

• Strong written and verbal communication skills, along with the professionalism required to interact with senior leaders and external stakeholders.

• High levels of integrity, discretion, confidentiality, and sound judgment when handling sensitive information.

• A proactive, positive, and solutions-oriented approach, with the ability to take initiative and follow assignments through to completion.

• Flexibility, resilience, and a willingness to learn, adapt to change, and respond constructively to feedback.

• Strong collaboration skills and the ability to work independently while contributing to a supportive team environment.

• Technological proficiency, resourcefulness, and the ability to learn new tools and processes quickly.

• Availability and responsiveness outside standard business hours when required by business needs.

• Candidates based in New York, New Jersey, or Massachusetts are strongly preferred.

Benefits

• Remote work:The position is listed as remote within the United States.

• Meaningful contribution:Support senior leaders and help coordinate the activities of clinical development and clinical trial teams working to advance potential treatments for serious pulmonary diseases.

• Professional collaboration:Work closely with senior leadership, executive operations, and a team of administrative professionals.

• Dynamic environment:Gain exposure to a fast-paced biotechnology setting where adaptability, initiative, and sound judgment are valued.

• Compensation and additional benefits:Salary, healthcare coverage, retirement plans, paid time off, bonuses, and other specific benefits are not detailed in the provided job description.

• Location preference:Candidates based in New York, New Jersey, or Massachusetts are strongly preferred.