Executive assistant

This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for an Executive Assistant based in the United States.

We’re seeking an experienced, highly organized Executive Assistant to provide high-level administrative, communication, and project coordination support to senior leaders within clinical development and clinical trial operations. In this role, you’ll help keep priorities aligned, manage complex schedules, and ensure critical meetings, travel, and daily activities run smoothly. You’ll work closely with leadership and other administrative professionals in a fast-paced, evolving biotechnology environment. Your ability to anticipate needs, manage competing demands, and handle sensitive information with discretion will be essential to the team’s effectiveness. This opportunity is ideal for a proactive, resourceful professional who enjoys solving problems and taking ownership. Candidates based in New York, New Jersey, or Massachusetts are strongly preferred.

Accountabilities

• Manage complex and frequently changing executive calendars, proactively resolving scheduling conflicts and prioritizing competing commitments.
• Stay informed about leadership priorities, upcoming responsibilities, and key team initiatives to anticipate needs and provide effective day-to-day support.
• Coordinate meetings, including conference rooms, virtual access, catering, agendas, presentations, and other required materials.
• Organize logistics for conferences, investor meetings, industry events, and other professional engagements, ensuring smooth participation from planning through completion.
• Arrange complex domestic and international travel, including researching passport and visa requirements and preparing detailed itineraries.
• Manage sensitive and confidential matters with sound judgment, professionalism, and discretion.
• Prioritize requests, respond to changing needs, and drive administrative projects to completion under tight deadlines.
• Collaborate closely with the executive operations function and fellow assistants to maintain effective communication and consistent support across the team.
• Communicate professionally with senior stakeholders and other high-profile contacts on behalf of leadership.
• Monitor and respond to emails, texts, and phone calls outside standard business hours when necessary to support business priorities.
• Track, prepare, and submit expense reports, invoices, and purchase orders, ensuring accurate and timely processing.
• Assist with personal requests and other administrative responsibilities as needed.
• Take on additional assignments as required, adapting quickly to unfamiliar tasks and evolving business needs.

Requirements

• Bachelor’s degree preferred.
• 8–10 years of experience supporting senior-level executives, ideally within research and development, pharmaceuticals, biotechnology, finance, investment, or a startup environment.
• Demonstrated ability to perform effectively in fast-paced, high-pressure settings with multiple competing priorities and tight deadlines.
• Experience managing complex calendars, executive travel, meeting logistics, expenses, and administrative projects.
• Familiarity with Concur is an advantage.
• Exceptional organizational skills, attention to detail, and time management, with the ability to anticipate needs and manage multiple workstreams simultaneously.
• Strong written and verbal communication skills, along with the professionalism required to interact with senior leaders and external stakeholders.
• High levels of integrity, discretion, confidentiality, and sound judgment when handling sensitive information.
• A proactive, positive, and solutions-oriented approach, with the ability to take initiative and follow assignments through to completion.
• Flexibility, resilience, and a willingness to learn, adapt to change, and respond constructively to feedback.
• Strong collaboration skills and the ability to work independently while contributing to a supportive team environment.
• Technological proficiency, resourcefulness, and the ability to learn new tools and processes quickly.
• Availability and responsiveness outside standard business hours when required by business needs.
• Candidates based in New York, New Jersey, or Massachusetts are strongly preferred.

Benefits

• Remote work: The position is listed as remote within the United States.
• Meaningful contribution: Support senior leaders and help coordinate the activities of clinical development and clinical trial teams working to advance potential treatments for serious pulmonary diseases.
• Professional collaboration: Work closely with senior leadership, executive operations, and a team of administrative professionals.
• Dynamic environment: Gain exposure to a fast-paced biotechnology setting where adaptability, initiative, and sound judgment are valued.
• Compensation and additional benefits: Salary, healthcare coverage, retirement plans, paid time off, bonuses, and other specific benefits are not detailed in the provided job description.
• Location preference: Candidates based in New York, New Jersey, or Massachusetts are strongly preferred.

How Jobgether works: We use an AI-powered matching process to ensure your application is reviewed quickly, objectively, and fairly against the role's core requirements. Our system identifies the top-fitting candidates, and this shortlist is then shared directly with the hiring company. The final decision and next steps (interviews, assessments) are managed by their internal team. We appreciate your interest and wish you the best!

Why Apply Through Jobgether? Data Privacy Notice: By submitting your application, you acknowledge that Jobgether will process your personal data to evaluate your candidacy and share relevant information with the hiring employer. This processing is based on legitimate interest and pre-contractual measures under applicable data protection laws (including GDPR). You may exercise your rights (access, rectification, erasure, objection) at any time.

#LI-CL1