Executive Assistant Operations Manager

Manning Personnel Group, Inc.; Watertown (MA); On-site; USD 90,000 - 120,000; Full time

Job summary

Manning Personnel Group, Inc. is assisting a clinical-stage biotech company in recruiting an Executive Assistant/Operations Manager to support the CEO and Leadership team.

The role requires strong organizational skills, discretion, and the ability to adapt in a fast-paced environment. Responsibilities include calendar management, board event logistics, office operations, travel planning, and coordination with finance for payroll, AP, and purchasing as needed.

Qualifications

• 10+ years of executive support experience including C-level support.
• Biotech experience preferred.
• Proficiency with Microsoft Office and desktop publishing software.
• Exceptional organizational and communication skills.
• Ability to handle confidential information with discretion.
• Strong multi-tasking and calendar management abilities.

Responsibilities

• Proactively manage daily office activities, systems, and logistics.
• Provide calendar management, travel planning, and expense reporting.
• Prepare complex documents, reports, and presentations for meetings.
• Arrange Board meetings and logistics for events.
• Support finance processes such as payroll, AP, and purchasing when needed.
• Coordinate staff meetings, off-sites, and project assignments.
• Assist with reports, meeting minutes, and documentation efforts.
• Maintain filing systems and office supplies; ensure smooth operations.

Skills

Executive support

Biotech experience

Calendar management

Presentation design

Discretion and confidentiality

Organizational skills

Communication skills

Problem solving

Tools

Desktop publishing

Microsoft Office

Job description

Manning Personnel Group, Inc., is working with a clinical-stage biotechnology company as they are actively seeking an Executive Assistant/Operations Manager to support the CEO and additional members of the Leadership team. The Executive Assistant/Operations Manager will operate in a dynamic, rapidly changing environment which requires flexibility, adaptability and initiative, as well as excellent organizational and problem-solving skills. The individual must be detail-oriented and have strong organizational skills. The role requires the ability to proactively build organizational knowledge and relationships to be successful.

RESPONSIBILITIES:

• Proactively identify the needs to build and run daily office activities including equipment, space, materials, processes, communication forums, establishing and maintaining electronic and hard copy filing systems, food services, mail and shipping/receiving.
• Complete a broad variety of administrative tasks including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
• Provide calendar management. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Schedule meetings with Board members and arrange and handle all logistics for Board events.
• Work with the finance team to support key processes including payroll, accounts payable, purchasing, etc. if necessary.
• Coordinate all meetings and off-sites and assist with staff meetings and events as needed.
• Complete projects by assigning work to appropriate staff on behalf of the CEO.
• Assist on the production, refinement, and completion of reports, meeting minutes, documentation, etc.

QUALIFICATIONS/SKILLS:

• 10+ years of executive support experience including supporting C-level executives. Biotech experience preferred.
• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
• Exceptionally organized with keen attention to detail with the ability to shift focus and priorities, when necessary, under pressure and within deadlines.
• Outstanding verbal and written communication skills; strong ability to inform and engage through written communications.
• Excellent interpersonal and relationship-building skills.
• Strong multi-tasking skills including exceptional organizational, time-management, and project management skills.
• Comprehension that priorities change resulting in the need to be adaptable, focused, and positive.
• Professional with the ability to maintain confidentiality and discretion in all business matters.

We are an Equal Opportunity Employer and consider qualified applicants for employment regardless of race, gender, gender identity, gender expression, age, color, religion, disability, veteran status, sexual orientation, or any other protected factor.