Executive Assistant - Waltham

Incendia Partners; Waltham (MA); On-site; USD 90,000 - 130,000; Full time

Benefits offered by this job

Bonus

Equity

100% employer-paid benefits

Flexible PTO

Professional development

Job summary

Incendia Partners is seeking an experienced Executive Assistant to support senior leaders in a fast-paced biotech environment. You will manage complex calendars, coordinate travel across time zones, and prepare materials for leadership and board meetings.

The role requires strong organizational skills, discretion with confidential information, and the ability to collaborate with clinical development, regulatory, and cross-functional teams. Competitive compensation and equity are offered.

Qualifications

• 3+ years of Executive Assistant experience, ideally in biotech/pharma
• Experience supporting senior executives and C‑suite leaders in fast-paced environments
• Background supporting Medical, Clinical Development, Scientific, Regulatory, or R&D leadership
• Strong understanding of confidential and compliance-sensitive environments
• Excellent written and verbal communication skills
• Bachelor’s degree preferred

Responsibilities

• Provide high-level administrative support to multiple senior executives and leadership teams
• Own complex calendars, shifting priorities and meeting logistics across time zones
• Coordinate domestic and international travel with detailed itineraries and expenses
• Partner on leadership, board, clinical and medical meetings, and company events
• Prepare and polish presentations, reports, agendas, minutes and materials
• Coordinate logistics for conferences, abstracts, posters, booths and related activities
• Act as a key contact between executives and internal teams, vendors and external stakeholders
• Monitor action items and deadlines to keep priorities moving forward
• Support projects and administrative workflows across cross-functional initiatives
• Maintain confidential documents with sound judgment and discretion
• Identify opportunities to streamline processes and improve efficiency
• Collaborate with the broader administrative team on company-wide initiatives

Skills

Calendar management

Executive support

Travel coordination

Stakeholder management

Communications

Education

Bachelor's degree preferred

Tools

MS Office / Google Workspace

Job description

Executive Assistant – Biotech

Location: Waltham, MA

Salary: $90K – $130K + Bonus + Equity

Benefits: 100% Employer-Paid Benefits | Generous PTO

I’m excited to be representing a growing, innovative biotech company focused on advancing the next generation of therapies.

They are looking for an experienced Executive Assistant to serve as a trusted administrative partner to several senior leaders. This is an excellent opportunity for an EA who understands the pace and complexity of a growing biotech environment and enjoys being a true partner to executive leadership.

What You’ll Do

• Provide high-level administrative support to multiple senior executives and their leadership teams
• Own complex calendars, shifting priorities, and meeting logistics across multiple time zones
• Coordinate domestic and international travel, including detailed itineraries, expenses, and logistics
• Partner on leadership meetings, board meetings, clinical and medical meetings, and company events
• Prepare and polish presentations, reports, agendas, meeting materials, correspondence, and minutes
• Coordinate logistics for medical and scientific conferences, including abstracts, posters, booth support, and related activities
• Act as a key point of contact between executives and internal teams, vendors, partners, healthcare professionals, and other external stakeholders
• Monitor action items, deadlines, and follow-ups to keep priorities moving forward
• Support projects and administrative workflows across clinical development, medical affairs, regulatory, and other cross-functional initiatives
• Maintain confidential documents and information with sound judgment and discretion
• Identify opportunities to streamline processes and improve administrative efficiency
• Collaborate closely with the broader administrative team on company-wide initiatives

What They’re Looking For

• 3+ years of Executive Assistant experience, ideally within biotechnology or pharmaceutical organizations
• Experience supporting senior executives and C‑suite leaders in a fast‑paced, evolving environment
• Background supporting Medical, Clinical Development, Scientific, Regulatory, or R&D leadership strongly preferred
• Strong understanding of confidential and compliance-sensitive environments
• Familiarity with clinical trial operations, medical terminology, or healthcare industry practices
• Exceptional organizational skills with the ability to manage competing priorities and shifting deadlines
• Excellent written and verbal communication skills
• Bachelor’s degree preferred
• Someone who enjoys working as part of a larger administrative team and is willing to jump in wherever needed

What’s Offered

• $90K – $130K base salary, depending on experience
• Performance bonus + equity
• 100% employer‑paid benefits
• Flexible PTO
• Professional development, mentorship, and opportunities for growth
• The chance to join a mission‑driven biotech organization doing meaningful work in an exciting stage of growth

Please note that quoted salary ranges are not guarantees of what the final salary offers might be. Variables include years of work experience, industry‑specific experience, education level, etc. to be considered!