Executive Assistant to the Chief Medical Officer (CMO)

Camp 4 Ranch•Cambridge, MA

13h•Onsite

About The Position

The Executive Assistant to the Chief Medical Officer provides high-level administrative, operational, and strategic support to the CMO and broader Clinical leadership team. This role requires exceptional judgment, proactive calendar and travel management, and the ability to navigate complex scheduling decisions involving internal stakeholders and external partners. The Executive Assistant will serve as a trusted partner to the CMO, anticipating needs, resolving conflicts, and enabling the Clinical organization to operate efficiently and effectively. This position is based in an in-office environment and requires close collaboration with a team of administrative professionals to ensure seamless executive and organizational support.

Requirements

7+ years of experience as an Executive Assistant or similar role supporting senior executives, preferably in biotech, pharmaceutical, healthcare, or life sciences environments.
Demonstrated expertise in complex calendar management and executive-level decision-making.
Proven experience coordinating with external partners and managing frequent, complex travel schedules.
Experience working effectively in an in-office, team-based administrative environment.
Exceptional organizational skills, attention to detail, and ability to manage multiple priorities in a fast-paced environment.
Strong interpersonal and communication skills, with the ability to interact effectively with senior leaders, external partners, and cross-functional teams.
High degree of professionalism, discretion, and sound judgment.
Advanced proficiency with Microsoft Outlook, Teams, and other productivity tools.
Proactive problem-solving and anticipation of executive needs.
Sophisticated prioritization and conflict resolution.
Strong collaboration and team partnership.
Executive presence and stakeholder management.
Adaptability in a dynamic, evolving environment.

Responsibilities

Own and proactively manage the CMO’s complex and dynamic calendar, exercising sophisticated judgment to prioritize meetings, resolve conflicts, and align scheduling with strategic objectives.
Anticipate scheduling needs and prepare the CMO for upcoming meetings by ensuring appropriate time allocation, sequencing, and coordination across stakeholders.
Make independent, informed decisions regarding calendar trade-offs and conflicts, escalating when appropriate.
Manage frequent changes with discretion, flexibility, and a solutions-oriented mindset.
Coordinate and schedule internal and external meetings, including those involving key external partners, collaborators, and advisors.
Plan and manage group meetings, leadership sessions, and cross-functional forums, ensuring seamless logistics and clear communication.
Serve as a primary point of contact for external partners on scheduling and meeting coordination.
Manage complex, frequent domestic and international travel for the CMO, including itineraries, flights, accommodations, ground transportation, and meeting logistics.
Anticipate and resolve travel-related issues proactively, adjusting plans as needed to accommodate changing priorities.
Support expense tracking and reconciliation related to travel.
Provide calendar and travel support to members of the broader Clinical leadership team, as needed.
Ensure alignment and coordination across Clinical schedules to support key milestones, leadership meetings, and external engagements.
Partner closely with other Executive Assistants and administrative professionals in an in-office environment to ensure consistent, high-quality executive support.
Provide backup calendar, travel, and meeting support for other leaders as needed during planned and unplanned absences.
Share best practices, coverage plans, and institutional knowledge to ensure continuity and resilience across the administrative team.
Contribute to a collaborative, service-oriented administrative culture with a strong sense of ownership and accountability.
Handle sensitive and confidential information with the highest level of professionalism and discretion.
Identify opportunities to improve administrative processes, workflows, and communication within the Clinical organization.
Support special projects and ad hoc initiatives as requested by the CMO or CSO.