Executive Assistant

Virtus Recruiting, LLC; Waltham (MA); On-site; USD 85,000 - 110,000; Full time

Benefits offered by this job

Competitive compensation

Flexible PTO

Professional development

Room to grow quickly

Job summary

Virtus Recruiting, LLC is seeking an Executive Assistant in Waltham, MA (onsite) to partner with three C-level executives, managing complex calendars, travel, and cross-functional communications across medical, clinical, and corporate teams. The role requires discretion, excellent written and verbal communication, and strong organization.

A Bachelor’s degree is preferred; biotech or pharma experience is a plus.

Qualifications

• Extensive executive assistant experience supporting senior executives, preferably in biotech or pharma.
• Strong organizational, multitasking and project coordination skills in a fast-paced setting.
• Excellent written and verbal communication, discretion, and professionalism.
• Willingness to collaborate with other administrative staff on enterprise-level initiatives.

Responsibilities

• Manage complex calendars, priorities, and meeting coordination for executive leadership across multiple time zones.
• Coordinate domestic and international travel, including itineraries, expense reporting, and logistics.
• Prepare, edit, and manage presentations, reports, agendas, and executive correspondence.
• Support leadership meetings, board meetings, clinical team meetings, and company events.
• Coordinate medical and scientific conference activities and booth setup.
• Liaise between executives and internal/external stakeholders including CROs and vendors.
• Track action items and deadlines to keep priorities on schedule.
• Maintain confidential records and manage documents per policy and industry standards.
• Support workflows tied to clinical development, medical affairs, regulatory activities, and cross-functional projects.
• Partner with other support staff on enterprise-level initiatives beyond R&D, Clinical, and Medical.

Skills

Executive support

Calendar management

Travel coordination

Communication

Discretion

Project coordination

Education

Bachelor’s degree preferred

Job description

Executive Assistant | Waltham, MA (Onsite)

About the Company

Our client is a publicly traded, clinical-stage oncology company building the next wave of therapies for cancer patients. The company is expected to grow by more than 2x over the next year, and this role offers a front-row seat to that growth. You would join a mission-driven team with a strong, collaborative support staff and talented colleagues.

The Role

You will be a strategic administrative partner to 3 C-level executives on the leadership team. You will support day-to-day operations, complex scheduling, cross-functional coordination, and communications across the medical, clinical, and corporate teams.

Responsibilities

• Manage complex calendars, priorities, and meeting coordination for executive leadership across multiple time zones
• Coordinate domestic and international travel, including itineraries, expense reporting, and logistics
• Prepare, edit, and manage presentations, reports, agendas, meeting minutes, and executive correspondence
• Support planning for leadership meetings, board meetings, clinical team meetings, medical affairs discussions, and company events
• Coordinate medical and scientific conference activities, including printing of abstracts and posters and booth set-up
• Serve as a liaison between executives and internal and external stakeholders, including CROs, healthcare professionals, vendors, and partners
• Track action items, deadlines, and follow-ups to keep priorities on schedule
• Maintain confidential records and manage documents in line with company policies and industry standards
• Support operational workflows tied to clinical development, medical affairs, regulatory activities, and cross-functional projects
• Partner closely with other support staff on broader organizational initiatives beyond the R&D, Clinical, and Medical remit
• Manage office activities on the R&D floor, including supplies, office space, and the kitchen area
• Contribute to process improvements and administrative efficiencies across the organization

Qualifications:

• Bachelor’s degree preferred, or equivalent professional experience
• Extensive Executive Assistant experience supporting senior executives - biotech or pharma is a PLUS, but not required
• Strong organizational, project coordination, and multitasking skills in a fast-paced environment
• Excellent written and verbal communication, professionalism, discretion, and attention to detail
• A willingness to work broadly with other administrative staff on enterprise-level workstreams

Benefits Include:

• Competitive compensation, including base salary, performance bonus, and equity
• Flexible PTO and two company-wide, one-week shutdowns each year
• Professional development, mentorship, and room to grow quickly