VP/Director of Finance & Administration

Job Description

Job Description

VP/Director of Finance & Administration

Nanobiosym | Cambridge, MA | Onsite

Nanobiosym is an innovative nanotechnology company in Cambridge, MA developing next gen diagnostics to address a broad range of diseases. Founded by an MIT/Harvard alum to work at the interface of physics, nanotechnology, and biomedicine, this hyper-growth company offers unique career opportunities with strong long-term incentives. We are seeking a rock-star candidate to take charge of our finance and administrative functions and play an integral leadership role in the company's scale-up.

Position Summary

The VP/Director of Finance & Administration will own all financial, accounting, legal, HR, IT, Security, and administrative operations of the company - from hands-on general ledger work to the systems, records, and controls and compliance management that let a growing company run cleanly. This is a rare role for a high-caliber professional who is equally comfortable closing the books, keeping the day-to-day running efficiently, and sitting at the strategy table. You are hands-on, self-motivated, emotionally intelligent, and thrive in a dynamic workplace, with the business judgment and communication skills needed to interact with a variety of people inside and outside the company.

Key Responsibilities

Financial Reporting & Accounting

• Own the general ledger, month-end and year-end close, and preparation of GAAP-compliant financial statements
• Deliver timely, accurate monthly and quarterly reporting packages to the CEO, Executive Management, and the Board

• Direct AP, AR, payroll, invoicing, vendor management and negotiations, and collections - supervising the function while remaining hands-on as needed; Cut Costs, Build cost efficiency, negotiate supplier contracts,

• Lead budgeting, forecasting, and cash management to support growth

• Manage or assist tax filings for all entities and implement accounting policies, internal controls, and close calendars

• Build reporting that scales: standardized templates, defined close cycles, and dashboards leadership can act on

Audit, Compliance & Due Diligence

• Own audit preparation end to end - schedules, reconciliations, supporting documentation, and auditor coordination
• Manage compliance across grants, contracts, tax, employment, and regulatory requirements
• Prepare due diligence reports and respond to diligence requests with complete, well-organized documentation

• Negotiatel contracts, Maintain all corporate records, entity filings, and insurance coverage

Legal & Contracts

• Draft, review, negotiate, and administer contracts - vendor, customer, employment, NDA, consulting, and partnership agreements/contracts

• Manage outside corporate adn IP legal counsel and IP/patent filing relationships, bringing routine work in-house where practical

• Track contract obligations, renewals, and deadlines so nothing lapses

HR, Hiring & Personnel

• Own hiring end to end - sourcing, applicant tracking, pipeline management, offers, and onboarding
• Administer benefits, health insurance billing, and payroll changes
• Handle personnel matters including performance issues, staff conflicts, absenteeism, and terminations, in compliance with state and federal employment law

• Build and enforce HR policies and documentation as headcount grows

• Build physical and cybersecurity, risk management, negotiate insurance packages

Operations, Systems & Scale

• Run day-to-day operations efficiently - office, purchasing, vendor sourcing and bids, and cost savings across the board
• Own document and data organization: paper and electronic files, contract repositories, financial records, and version control, structured so anything can be located on demand

• Select and implement accounting, (ERP) , (benefits) payroll, HRIS, and operational systems that replace manual work

• Put repeatable, documented processes and controls in place so operations hold up as headcount and complexity scale
• Support the CEO on communications, planning, and follow-through on key action items

Minimum Qualifications

• 10+ years of progressive finance, accounting, operations, and administration experience, including time in a senior or leadership capacity
• Bachelor's degree required; graduate degree preferred
• Expertise in GAAP, audit preparation, tax, and internal controls; SOX familiarity
• Working knowledge of state and federal employment law and commercial contracting
• Track record of implementing systems and processes that scaled with a growing organization
• Demonstrated ability to operate both strategically and hands-on in a lean environment
• Highly developed verbal and written communication skills, strong organizational and analytical ability, and excellent attention to detail across competing priorities
• Responsive and proactive, with the ability to work well under tight deadlines and rapidly changing demands

Preferred Qualifications

• CPA and/or MBA; Ideally Big Four accounting experience, or Top Tier corporate experience

• Startup, biotech, life sciences, or digital healthcare background
• Experience managing outside counsel, HR functions, or diligence processes in a lean environment

Personal Qualities

• You resonate with Nanobiosym's mission
• You are results and deadline driven, and work well under high-pressure situations
• You are comfortable with working long hours
• You are resourceful, flexible, tactful, and persistent
• You have positive energy, a sense of humor, and a can-do attitude
• You have high ethical standards, are highly trustworthy and loyal, and handle confidential information with discretion
• You are required to work onsite for this position

Why Join Us

• Own the finance and administration functions of a hyper-growth company with a clear path to expanded leadership
• Build the systems, controls, and infrastructure that carry the company through its next stage of scale

• Work with a world-class team at the forefront of nanotechnology, physics, biomedicine and AI.

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