Executive Assistant, PDT R&D

BioSpace; Boston (MA); Hybrid; USD 70,000 - 90,000; Full time

Job summary

A biotechnology company in Boston is seeking an experienced Executive Assistant to support its R&D leadership team. The role involves providing high-level administrative support, managing schedules, and coordinating meetings and events. Candidates should have at least 5 years of administrative experience, strong organizational skills, and proficiency in Microsoft Office. This full-time position offers a dynamic work environment focused on developing innovative therapies.

Qualifications

• Minimum 5 years’ administrative experience supporting senior leaders.
• Ability to anticipate department and leadership needs with minimal supervision.
• Strong computer literacy with advanced skills in Microsoft applications.

Responsibilities

• Provide high-level administrative support to the Head of PDT R&D.
• Schedule and coordinate onsite and offsite meetings for leadership.
• Prepare and reconcile expense reports and travel arrangements.

Skills

Administrative assistance

Communication skills

Organizational skills

Project management

Experience in biotech

Education

BA degree preferred

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

AI tools like Copilot

Job description

Join to apply for the Executive Assistant, PDT R&D role at BioSpace

The Plasma-Derived Therapies (PDT) R&D Organization is dedicated to bringing forward new plasma-derived therapies for patients with immunologic, hematologic, and other complex diseases.

The Executive Assistant, PDT R&D will provide comprehensive, high-level administrative support to the Head of PDT R&D and other department leadership as required. Work closely and proactively with the head of PDT R&D to maintain smooth functioning of department activities. Provide general administrative support to the department as needed. Coordinate hybrid and onsite meetings and events for the leadership, program teams and department. Communicate in a clear, timely, and professional manner. Guide and partner effectively with administrative professionals as part of a community of practice. Maintains confidentiality and integrity at all times.

How You Will Contribute

• Proactively perform all work and makes decisions with minimal supervision and/or instructions.
• Communicate in a clear, professional and articulate manner. Able to communicate complex information/data in a simple manner both orally and in writing.
• Actively manage the calendar of the Head of PDT R&D and other leaders in a hybrid, cross-functional and highly global work environment.
• Schedule and coordinate onsite and offsite meetings and events including regularly occurring hybrid group meetings, quarterly hybrid department townhalls across global locations, biannual leadership face-to-face meetings, annual face-to-face meetings for each program team, local celebration events, and others as required. Responsibilities may include scheduling, booking meeting space, interfacing with facilities, catering and AV support, managing agendas, speakers & presentation materials, arranging for team activities, dining & transportation, etc., in accordance with company policies.
• Serve as a liaison between executives and internal/external stakeholders, ensuring timely communication and follow-up.
• Receive all visitors and handle all registration and/or scheduling for any onsite or offsite guests.
• Prepare, process, and reconcile all expense reports, credit card statements, invoices, purchase orders, accounts payables, etc. with minimal oversight and in accordance with Company policies and procedures.
• Prepare all domestic and international travel in accordance with Company policies and procedures.
• Order/maintain department supplies. Arranges for department equipment repair and/or maintenance.
• Act as a resource for leadership, staff, and other administrative assistants in Company policies, tools, technologies and procedures and provides regular updates to department members when changes & updates occur. Contribute to process improvements and administrative efficiencies across the department.
• Complete other special projects as directed by manager or staff.
• Perform miscellaneous copying, filing, scanning, organizing, mailing, etc.
• Collaborate and provide necessary support for other administrative staff, when necessary.
• May participate in the hiring and onboarding of other administrative staff when necessary.
• May be responsible for records management and aggregate spend tracking for the department.
• Provide additional support as needed for the greater department.
• Perform other duties as assigned.

Minimum Requirements/Qualifications

• Minimum of 5 years’ administrative experience supporting one or more senior leaders. BA degree preferred. Experience in the biotech industry or other R&D environment a plus.
• Ability to proactively anticipate department and leadership needs and address them with minimal supervision.
• Strong computer literacy with advanced skills in Microsoft Outlook, Word, Excel and PowerPoint. Experience using AI tools like Copilot preferred.
• Strong organizational and project-management skills; ability to prioritize and multi-task effectively.
• Experience planning events independently.
• Excellent verbal and written communication skills.
• Understanding of large-size corporate structures including corporate policies and procedures.
• Manual dexterity required to operate office equipment (i.e. computers, phones, etc.).
• Hybrid role based in the Kendall Square area of Cambridge, MA. Occasional local travel between the Cambridge and Lexington campuses may be required.

More About Us

Takeda is transforming patient care through the development of novel specialty pharmaceuticals and best in class patient support programs. We foster an inclusive, collaborative workplace, in which our teams are united by an unwavering commitment to deliver Better Health and a Brighter Future to people around the world.

Locations: Boston, MA

Worker Type: Employee | Worker Sub-Type: Regular | Time Type: Full time