Executive Assistant to the CEO (Onsite)
About The Position
The Executive Assistant to the Chief Executive Officer provides high-level administrative, operational, and strategic support to the CEO of a publicly traded Rare Disease Pharmaceutical company. This role serves as a trusted partner to the CEO, helping ensure effective prioritization of time, seamless execution of leadership and board activities, and efficient day-to-day operations of the Office of the CEO. The Executive Assistant works closely with the executive leadership team, Board of Directors, and internal and external stakeholders, handling highly confidential information with professionalism and discretion. The role requires strong organizational skills, exceptional attention to detail, sound judgment, and the ability to anticipate needs in a fast-paced environment. This position is based in the Boston office and requires in-office presence five days per week to support leadership operations and board engagement.
Requirements
- Bachelor’s degree or equivalent experience.
- 10+ years of executive administrative experience, including experience supporting C-suite executives.
- Exceptional organizational skills with the ability to manage multiple priorities in a fast-paced environment.
- Strong judgment and ability to handle highly confidential information with discretion.
- Excellent written and verbal communication skills.
- Advanced proficiency in Microsoft Office (Outlook, PowerPoint, Excel, Word) and collaboration tools such as Teams and SharePoint.
- Highly proactive, detail-oriented, and able to work independently with minimal supervision.
- Strong interpersonal skills with the ability to interact effectively with senior leaders, board members, and external partners.
Nice To Haves
- Experience supporting leadership at a public company in a Biotech environment strongly preferred.
- Prior experience coordinating Board of Directors meetings preferred.
Responsibilities
- Serve as a trusted partner to the CEO, proactively managing priorities and ensuring efficient use of time.
- Maintain complex and dynamic calendar management, including internal and external meetings, leadership engagements, and strategic planning sessions.
- Anticipate needs by preparing briefing materials, agendas, and background information for meetings.
- Proactively monitor schedules to ensure alignment with key company priorities and leadership initiatives.
- Act as a liaison between the CEO and internal teams, senior leaders, and external partners.
- Support preparation for executive leadership meetings, including agendas, materials, and follow-up on action items.
- Assist with special projects and strategic initiatives as directed by the CEO.
- Coordinate logistics and preparation for Board of Directors and Committee meetings.
- Manage board meeting calendars, scheduling, and logistics for directors and executive leadership.
- Attend board meetings when needed to assist with logistics and follow-up coordination.
- Serve as a point of contact for independent directors on scheduling and administrative matters.
- Manage complex meeting coordination across executive leadership and key stakeholders.
- Coordinate domestic and international travel arrangements and itineraries.
- Prepare and reconcile expense reports and manage corporate credit card submissions
- Coordinate logistics for leadership meetings, executive offsites, and company events involving the CEO.
- Assist with preparation and distribution of meeting agendas, materials, and follow-up notes.
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What This Job Offers
Job Type
Full-time
Career Level
Executive
