Executive Assistant and Office Manager

Key Responsibilities

• Executive Calendar Management: Own complex, high-volume calendars for senior leadership, coordinating meetings across multiple time zones with speed, accuracy and discretion.
• Travel & Logistics: Arrange domestic and international travel, itineraries, and expense processes for executives, anticipating conflicts and resolving them proactively.
• Meetings & Events Planning: Manage end-to-end meeting and team event support, sourcing and booking world class venues for socials and offsites, as well as owning logistics and agendas.
• Process Management: Identify opportunities to streamline recurring processes and take on ad hoc projects as the Boston team scales.
• Cross-Functional Partnership: Collaborate closely with the People and Operations team and counterparts in the UK office to ensure consistency and alignment across locations and teams.
• Administrative Partnering: Support BD team on diligence processes with pharma partners, managing communication back-and-forth, tracking follow-ups, and keeping materials organized ensuring speed of comms and processes.
• Own maintenance and updates of CRM systems, ensuring BD and partnership data stays current and accessible.

Required Skills and Experience

• 5+ years of experience in executive partnering, or a similar role within a tech-focused, AI or biotech organization.
• Track record of coordinating complex projects and improving operational processes across multiple teams.
• Experience working in a scaling startup environment - fast-paced, ambiguous, and prone to changing priorities and directions.
• Proven experience supporting executives or senior leadership, including complex calendar management and global scheduling across time zones and busy schedules.
• Hands-on event planning and logistics experience, comfortable running a leadership offsite or a team event from concept to cleanup.
• Responsive and flexible. Quick to react, follow up, and adapt as things shift throughout the day.
• Excellent written and verbal communication skills, with sound judgement and discretion.
• Highly organized, detail-oriented, and proactive.
• Genuine curiosity about the science happening in Boston, and interest in being embedded in that community.
• Fluent with scheduling and productivity tools (Google Workspace, Slack, or similar).

Advantageous Skills and Experience

• Industry Domain Knowledge: Experience in the life sciences, biotech, or other R&D-intensive industries.
• Scaling Startups: Prior experience at a high-growth startup or in scaling operations for a technical team.
• Technical Savvy: Familiarity with modern software and AI tools.
• Communication & Interpersonal Skills: Excellent communication skills with a talent for working with both technical and non-technical stakeholders.
• Proactive Problem-Solving: A proactive, resourceful, and independent mindset.
• Adaptability: Comfortable with ambiguity and rapid change.
• Ownership & Drive: High degree of ownership over your work.