Administrative Assistant

BIO is the premier biotechnology advocacy organization representing biotech companies, industry leaders, and state biotech associations in the United States and more than 35 countries around the globe. BIO members range from biotech start-ups to some of the world’s largest biopharmaceutical companies – all united by the same goal: to develop medical and scientific breakthroughs that prevent and fight disease, restore health, and improve patients’ lives. BIO also organizes the BIO International, Convention and a series of annual conferences that drive partnerships, investment, and progress within the sector.

The Administrative Assistant provides high-level administrative and operational support to designated executives by managing complex calendars, coordinating meetings and events, arranging travel, processing expenses, and handling information requests with accuracy and discretion. This role serves as a key liaison across internal departments and external partners, ensuring smooth day‑to‑day operations and effective communication. The ideal candidate is responsive, thoughtful, self‑directed, proactive, and positive, with an ability to anticipate needs, manage multiple priorities, and represent the team with professionalism and efficiency.

Primary Responsibilities

• Provide administrative support for select executives including the EVP, Chief of Global Health and Senior Vice President, Science & Regulatory Affairs and their teams.
• Manage calendars and coordinate meetings, special events, and appointments.
• Manage travel arrangements and schedules for the executive, including arranging meetings, booking accommodations, and submitting expense reports.
• Manage and process expense reports and invoices within Concur.
• Respond to telephone calls, transmit messages, and ensure appropriate follow-up measures are taken.
• Collaborate with other assistants as needed.
• Serve as the primary liaison between the executive’s office and BIO departments for scheduling matters.
• Serve as a primary liaison with external organizations and coordinate requests with the Executives.
• Prepare for department meetings, i.e., reserve the conference room, set-up and clean-up as needed.
• Attend meetings as requested and prepare meeting minutes.
• Manage ad hoc projects to support the broader teams as assigned.
• Provide administrative support for Board Level committees aligned with supported executives

Education and Experience

• Bachelor’s degree preferred.
• 3-5 years of administrative experience supporting multiple Senior Executives
• The candidate should also have experience communicating with external senior leaders and their administrative assistants in a professional manner.

Knowledge, Skills, and Abilities (KSA’s)

• Proficient in Microsoft Office suite, including Outlook, Word, Excel, PowerPoint, and Access.
• Excellent customer service and written and oral communication skills.
• Strong organizational skills with the ability to manage deadlines, prioritize workload, and quickly adapt to changing needs.
• Strong attention to detail is essential, particularly as it relates to formatting and editing presentations and producing professional, concise executive agendas and itineraries.
• Willingness to take on ad hoc projects and proactively identify opportunities to support the broader teams.
• Ability to maintain the highest level of confidentiality and handle sensitive materials.
• Ability to interface well with all departments and represent executives in a highly professional manner.
• Ability to keep executives informed as necessary, while also conserving time.
• Ability to consistently strive to improve communication and improve or simplify processes.
• Ability to exercise self-direction, good judgment, and diligence in identifying resources, mapping out and executing action plans, gathering and organizing data, and communicating with stakeholders.
• Ability to handle ambiguity and problem solve a plus.
• Knowledge of general office procedures and equipment required.

Physical Requirements

• Sitting/Standing: Remaining in a stationary position for extended periods (sitting at a desk, standing at a counter).
• Reaching: Reaching for items on shelves or in cabinets.
• Lifting/Carrying: Moving boxes, files, or other office equipment up to 15 pounds.
• Using Hands/Fingers: Operating a computer, keyboard, mouse, and other office equipment.
• Vision: Close vision for computer work and detailed tasks.
• Fine Motor Skills: Using a mouse, keyboard, and other small office tools.

Travel Requirements

• Ability to travel locally or regionally <5% as job duties require.

Work Environment

• Hybrid In Office Tuesday -Thursday

This job description is not intended to be all-inclusive, and responsibilities can be expected to evolve over time to meet changing business needs. The employee may be required to perform other related duties to meet these needs. While BIO’s intent is always to be clear and transparent about the expectations of this role, this job description may be reviewed and updated accordingly with or without notice. BIO is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other protected characteristic under federal, state, or local law. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.