Executive Assistant

Executive Assistant

Join a leading biotechnology company dedicated to advancing innovative therapies. Our fast-paced environment fosters scientific discovery and cross-functional collaboration among clinical, scientific, and corporate teams.

The Executive Assistant provides high-level administrative and operational support to senior executives. This role is trusted with sensitive information, manages multiple priorities, and acts as a key liaison to ensure efficient coordination of schedules, communications, and initiatives that drive our mission forward.

Responsibilities:

Executive Support

• Manage complex executive calendars, scheduling meetings across multiple time zones.
• Coordinate domestic and international travel arrangements, including itineraries, visas, and expense reporting.
• Prepare meeting agendas, presentations, and briefing materials.
• Draft and edit correspondence, reports, and communications for senior leadership.
• Screen and prioritize incoming communications and requests.

Meeting & Event Coordination

• Plan and coordinate leadership and team meetings, as well as off-site events.
• Prepare meeting materials, record notes and action items, and track follow-ups.
• Coordinate logistics for internal meetings, scientific reviews, and leadership workshops.

Operational & Administrative Support

• Manage expense reports, purchase orders, and vendor coordination according to company policies.
• Support departmental budget tracking and administrative processes.
• Maintain organized records, files, and documentation.
• Assist with onboarding logistics for new team members.

Cross-Functional Coordination

• Serve as a liaison between executives and internal teams including R&D, Medical Affairs, Regulatory, Finance, HR, and external partners.
• Support communication flow across global stakeholders using tools to aggregate and disseminate information.
• Assist with project coordination and tracking of key initiatives.

Confidentiality & Professionalism

• Handle highly confidential and sensitive information with discretion.
• Represent the executive and organization with professionalism when interacting with employees, partners, and external stakeholders.

Qualifications:

• Bachelor's degree preferred, or equivalent relevant experience.
• 5+ years supporting senior executives in biotechnology, pharmaceutical, life sciences, or highly regulated industries.
• Exceptional organizational and time management skills.
• Ability to work East Coast hours and participate in virtual meetings with teams in Italy.
• Sound judgment, discretion, and professionalism in all interactions.

If you are an experienced Executive Assistant committed to supporting leadership in a dynamic biotechnology environment, we encourage you to submit your application!