Executive Assistant, Technical Operations
About The Position
The Executive Administrative Assistant provides high-level, strategic administrative and operational support to the Executive Vice President, Technical Operations and the Technical Operations leadership team. This role serves as a trusted partner to their executive leaders, ensuring seamless operational execution, proactive prioritization, and exceptional coordination across Quality, Supply Chain and CMC, and cross collaboration with all other departments. This is a highly visible role requiring executive presence, sound judgment, discretion, and the ability to anticipate needs in a fast-paced, growth-oriented biotech environment. The ideal candidate operates with a strategic mindset, demonstrates exceptional organizational agility, and thrives in managing complex, shifting priorities while maintaining absolute confidentiality. This role is empowered to act as an extension of executive leadership, representing their interests and making informed decisions on their behalf as appropriate. This position is based in the Waltham, MA office, requiring onsite presence at least three days per week.
Requirements
- 10+ years of progressive administrative experience, including direct support of C-level executives
- Proven ability to manage complex schedules, shifting priorities, and high‑visibility work
- Strong judgment, executive presence, and stakeholder management skills
- Highly organized, proactive, and solutions‑oriented
- Advanced proficiency in Microsoft Office Suite (Outlook, PowerPoint, Word, Excel, Teams, SharePoint)
Nice To Haves
- Bachelor’s degree preferred
- Prior experience in a biotech, pharmaceutical, and/or publicly traded company strongly preferred
- Experience supporting finance, business development, or other corporate leadership functions
Responsibilities
- Strategically maintain complex calendars and schedules for executive leadership
- Proactively anticipate conflicts, recommend tradeoffs, and protect executive focus
- Serve as a primary liaison between executives and internal/external stakeholders
- Represent executive leadership with professionalism, discretion, and sound judgment
- Coordinate and proactively monitor end-to-end executive travel, providing real-time support to resolve delays, disruptions, or logistical challenges while minimizing impact to executive schedules
- Develop detailed travel itineraries and contingency plans aligned with executive priorities and business needs
- Manage and reconcile executive expenses with accuracy, timeliness, and adherence to company policies and compliance requirements
- Coordinate leadership team meetings, agendas, and follow‑up on key actions and deliverables
- Provide high‑level administrative and operational support critical to leadership effectiveness
- Develop and maintain efficient systems for information, documents, and workflows
- Lead or support cross‑functional projects and operational initiatives
- Partner with and support the broader administrative team to ensure continuity and coverage
- Serve as a mentor and informal leader to the broader administrative staff
- Handle sensitive information with the highest level of confidentiality and professionalism
Benefits
- flexible paid time off
- medical, dental, vision and life/disability insurance
- 401(k) offerings (i.e., traditional, Roth, and employer match)
- supplemental life insurance
- legal services
- mental health benefits through our Employee Assistance Program
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
Associate degree
