Executive Assistant

SUMMARY OF POSITION: Electra Therapeutics is a clinical-stage biotechnology company developing novel therapies targeting signal regulatory proteins (SIRP) for the treatment of immunological diseases and cancer.

The Executive Assistant provides high-level administrative support to the Chief Medical Officer, Chief Scientific Officer, and Human Resources function, enabling them to operate effectively in a fast-paced, dynamic environment by managing competing priorities and ensuring the seamless execution of day-to-day operations. This role requires exceptional organizational skills, sound judgment, discretion, and the ability to thrive in an environment where priorities frequently shift.

The successful candidate will manage complex calendars, travel, meetings, and departmental initiatives while building strong relationships across the organization. The ideal candidate is highly organized, proactive, service-oriented, and committed to delivering exceptional support that enables leaders to remain focused on advancing Electra's scientific, clinical, and business objectives.

KEY RESPONSIBILITIES:

Executive Support

• Provide dedicated executive support to the Chief Medical Officer, Chief Scientific Officer, and Human Resources function.
• Manage complex calendars, balancing competing demands while protecting executive time and proactively resolving scheduling conflicts.
• Manage domestic and international travel arrangements, including detailed itineraries, accommodations, transportation, and meeting logistics, while proactively managing schedule changes and ensuring seamless execution.
• Ensure executives are thoroughly prepared for meetings and engagements through proactive coordination of logistics, materials, stakeholder communications, and follow-up actions.
• Prepare, submit, and reconcile expense reports accurately and in a timely manner.
• Handle sensitive and confidential information with professionalism, discretion, and sound judgment.

Medical & Scientific Operations

• Serve as the primary point of contact for internal and external stakeholders on matters relating to the Chief Medical Officer and Chief Scientific Officer.
• Coordinate complex schedules involving internal leadership, investigators, scientific advisors, consultants, research collaborators, conference organizers, and other key stakeholders.
• Coordinate logistics for clinical meetings, investigator meetings, scientific meetings, conferences, and other external engagements in support of the Chief Medical Officer and Chief Scientific Officer, ensuring seamless planning and execution.
• Partner with cross-functional teams to coordinate departmental priorities and support the successful execution of Medical and Scientific initiatives.

Operational Support & Employee Experience

• Coordinate complex interview schedules across recruiters, hiring managers, interview teams, and candidates, ensuring a seamless and efficient interview process.
• Serve as the primary host for onsite candidates by welcoming them, coordinating interview logistics, and creating a positive and professional candidate experience.
• Plan and coordinate company meetings, employee engagement activities, and special events-including quarterly team-building events, holiday celebrations, all-hands meetings, and other company-sponsored gatherings-managing all logistics from planning through execution.
• Approach the role with a collaborative, team-first mindset, building strong partnerships across the organization and contributing positively to a culture of trust, teamwork, and shared success.
• Partner closely with the Facilities Manager and other internal stakeholders to help ensure the office operates efficiently while providing exceptional experience for employees and visitors.
• Support ad hoc projects and other administrative needs across the organization, as appropriate and as bandwidth allows.

QUALIFICATIONS:

• 5+ years of experience supporting senior leaders or executives in a fast-paced environment.
• Demonstrated success supporting multiple executives while effectively managing competing priorities and changing business needs.
• Highly organized and self-directed with the ability to independently prioritize work, execute with urgency and accuracy, and recognize when to act autonomously versus when to seek guidance.
• Exceptional organizational, project management, and problem-solving skills, with the ability to manage confidential information and consistently deliver high-quality work with exceptional attention to detail.
• Outstanding verbal and written communication skills with the ability to interact professionally and confidently with employees, executives, candidates, vendors, and other internal and external stakeholders.
• Experience supporting senior executives within biotechnology, pharmaceutical, healthcare, or other highly regulated industries preferred.
• Experience coordinating clinical meetings, recruiting activities, and company events is highly desirable.
• Advanced proficiency with Microsoft Office Suite (Outlook, PowerPoint, Word, Excel), Adobe Acrobat, DocuSign, SharePoint, and other business productivity tools.
• Bachelor's degree preferred.