Executive Assistant

firstPRO US; Cambridge (MA); On-site; USD 60,000 - 90,000; Full time

Job summary

firstPRO US is seeking an Executive Assistant to support the C-suite from our Cambridge, MA headquarters. The role covers scheduling, travel coordination, event planning, and materials preparation, with a focus on professionalism in internal and external communications.

The successful candidate will build strong relationships across the company and with external vendors, handling sensitive information with discretion in a biotech or pharma setting is a significant plus.

Qualifications

• Proven track record supporting c-suite and senior executives.
• Ability to prioritize and act quickly and professionally.
• Flexible with multitasking and strong organizational skills.
• Attention to detail and follow-through on assignments.

Responsibilities

• Coordinate domestic and international travel and related expense reports.
• Maintain executives' calendars and coordinate meeting requests.
• Liaise with internal and external stakeholders including board members.
• Organize meeting notes/minutes and manage scheduling for internal/external meetings.
• Be present in the office to handle meeting logistics and event support.
• Assist in preparing and managing company materials (agreements, memos, presentations).

Skills

Executive support

Travel coordination

Calendar management

Meeting minutes

PowerPoint

Excel

Biotech/Pharma familiarity

Tools

Microsoft Office

Word

Excel

PowerPoint

SharePoint

SmartSheet

Job description

Job Location - Cambridge, Massachusetts, United States of America, 02142

Duration - 6+ Month Contract

Job Description -

This Executive Assistant will be based out of our HQ in Cambridge. This person will be responsible for supporting this Executive by scheduling appointments and meetings, conference calls, travel arrangements, catering, and event coordination. This person may assist in the preparation of internal or external materials for key meetings and events. The successful candidate will foster and maintains strong working relationships with folks at all levels of the company, as well as with outside vendors and contacts. Professionalism is required as this is both an internal and external facing role.

The work you’ll be doing:

• Coordinate domestic and international travel arrangements, including respective expense reports
• Maintain calendars of Executives and other designated team members; review and coordinate requests for meetings
• Maintaining relationships with internal and external stakeholders (employees, Board members, etc)
• Organize meeting notes and minutes and maintain various meeting schedules
• Coordinates agendas, manages scheduling and meeting minutes for various internal and external meetings
• Be present in the office to handle the logistical aspects of meetings and events
• Assist in the preparation and management of company materials; drafting, editing and proofing various types of documents, including agreements, memos, correspondence and presentation materials (e.g., PowerPoint presentations)

The expertise we’re looking for:

• Must have proven track record of supporting c-suite and senior level executives. Experience in a Biotech or Pharma setting a significant plus
• Demonstrated ability to establish priorities and act quickly and professionally.
• Must be flexible with ability to multi-task assignments and excellent organizational and problem-solving skills
• Possesses a strong attention to detail and the ability to follow through in completing assignments/projects
• Thorough knowledge in the use Microsoft Office suite (Word, PowerPoint, Excel, SharePoint, SmartSheet) is required Outstanding customer service skills
• Demonstrated ability to handle sensitive information, which has tactical and strategic importance