Full-Time Executive Assistant and Office Manager

Biena Snacks•Waltham, MA

About The Position

Biena is seeking a seasoned, highly organized, and deeply trustworthy Executive Assistant & Office Manager to serve as the operational right hand to our CEO. This is a senior-level support role at the heart of a fast-growing consumer brand, requiring someone who brings professional maturity, exceptional judgment, and the ability to anticipate needs before they arise. The ideal candidate has meaningful experience supporting senior executives and is comfortable operating in an entrepreneurial, fast-paced environment where no two days are identical. This is not an entry-level role: we’re looking for someone who has been around the block professionally, takes pride in running things seamlessly behind the scenes, and thrives on variety and ownership. This role blends two core areas of responsibility: • Executive Support to the CEO • Office & Administrative Operations (including sales/marketing administrative support)

Requirements

5–8 years of experience in executive assistant, chief of staff, or senior administrative roles; prior experience supporting a C-suite executive is strongly preferred.
Exceptional organizational skills; you can manage competing priorities without dropping balls.
Excellent written and verbal communication skills; strong judgment when drafting or communicating on behalf of the CEO.
High discretion and integrity. This is a role built on trust.
Digitally literate and comfortable navigating modern tools and platforms, including social media. You don’t need to be a content creator, but you should be at ease online and capable of representing the brand professionally in community interactions.
Proactive, solutions-oriented, and self-directed; you anticipate rather than wait.
Professional maturity to interact with senior stakeholders, retail partners, and external contacts with polish and confidence.
Comfort with variety: this role spans executive support, office management, and operational coordination. You should genuinely enjoy wearing many hats.

Nice To Haves

Startup or CPG/consumer brand experience is a significant plus. You’re comfortable in an environment that is lean, fast, and always evolving.

Responsibilities

Manage the CEO’s calendar, schedule meetings, and ensure smooth daily flow.
Draft, review, and respond to correspondence (email and documents) on behalf of the CEO.
Handle confidential and sensitive information with the highest degree of discretion.
Anticipate CEO needs and proactively manage priorities and deadlines.
Serve as a trusted operational right hand to the CEO.
Keep the office tidy, clean, and organized daily; ensure common areas and kitchen are stocked.
Greet visitors, handle incoming mail, calls, and deliveries.
Manage outgoing shipments of R&D, sales, and sample boxes.
Coordinate logistics for quarterly team events, including booking venues and catering.
Support general administrative needs for the Biena team.
Manage and fulfill product sample requests across sales and marketing channels.
Complete New Item Paperwork (NIP) for retail customer setup with grocery partners, a detail-oriented administrative process critical to our retail distribution.
Coordinate consumer sampling events: manage logistics, materials, and inventory.
Maintain organized digital files for creative assets, packaging, and marketing materials.
Monitor and respond to consumer comments across social media platforms (Instagram, TikTok, LinkedIn) on behalf of the brand. This is community stewardship, not content creation.
Support tracking of key operational marketing metrics and maintain organized reporting files.
Provide administrative support to influencer and ambassador programs (coordination, logistics, and fulfillment)