Executive Assistant & Office Administrator

Position Summary & Responsibilities

The Executive Assistant and Office Administrator provides high-quality executive and administrative support to our C-Suite executives, and operational support for the Wellesley office. This role requires consistent in-person presence, sound judgment, and the ability to manage shifting priorities and execute across a broad range of responsibilities with minimal direction.

Executive Support

• Own calendar management, scheduling, and domestic/international travel logistics for assigned executives
• Prepare meeting materials, agendas, and follow-up communications
• Triage correspondence and draft routine communications on behalf of executives
• Handle sensitive and confidential information with absolute discretion

Event & Meeting Coordination

• Lead planning and logistics for annual commercial conferences, including vendor coordination, attendee management, and on-site execution
• Coordinate board meetings end-to-end: scheduling, materials preparation, logistics, and follow-up
• Manage executive off-sites, leadership meetings, and company events hosted at or organized from the Wellesley site

Office Operations

• Serve as the primary on-site point of contact for the Wellesley office
• Manage vendor relationships, facilities coordination, supplies, and equipment
• Support new hire onboarding logistics at the Wellesley site

Administrative & Financial

• Serve as the primary on-site point of contact for the Wellesley office
• Support new hire onboarding logistics at the Wellesley site
• Administer and reconcile expense reports, invoices, and PO submissions
• Maintain organized filing systems, records, and administrative databases
• Support special projects and cross-functional initiatives as directed

Minimum Qualifications

• Demonstrated experience coordinating executive-level events, board meetings, or conferences
• High discretion; ability to manage confidential matters with absolute professionalism
• Reliable in-office attendance on designated days, plus flexibility for occasional in-person meetings or events as business needs arise
• Self-directed and proactive with ability to anticipate needs, move without being asked, and closing the loop without follow-up
• Zero-error standard, owning accuracy in all written communications, scheduling, and deliverables
• Advanced proficiency in Microsoft 365 including Outlook, Teams, Word, Excel, PowerPoint and SharePoint
• Prior experience supporting C-suite executives in a life sciences, biotech, or similarly regulated industry

Preferred Qualifications

• Local to Boston area
• 5+ years of executive assistant or office administration experience in a corporate environment
• Associate’s or Bachelor’s degree in Business Administration, Communications, or a related field
• Prior experience supporting C-suite executives in a life sciences, biotech, or similarly regulated industry

Physical & Work Environment Requirements

• Professional office environment with prolonged periods of computer and phone use
• Occasional standing, walking, bending, and lifting or carrying materials up to 20 pounds

Benefits

• Annual cash bonus program
• 401(k) plan with a generous company match
• Thoughtfully designed benefits package including:
• Healthcare (including medical, dental and vision)
• Family building benefits
• Life and disability insurance
• Paid vacation, paid holidays, other paid leaves of absence
• Tuition reimbursement and support for caregiving needs

Pay

The target base pay hiring range for this position is $70,000.00 - $126,250.00 per year. Actual base pay is dependent upon a number of factors, including but not limited to, the candidate’s geographical location, relevant experience, qualifications, skills and knowledge.

Schedule

N/A