Executive Assistant

Job Title: Executive Assistant

Location: Hybrid – Cambridge, MA (onsite ~2 days/week, flexible)

Schedule: Full-time, 40 hours/week

Pay Rate: $38.00 – $40.00/hour (W2)

Benefits: Weekly pay, Medical, Dental, and Vision coverage

Overview

We are seeking a highly organized and proactive Executive Assistant to provide temporary support to our fast-paced Meetings & Congresses team. In this role, you will coordinate day-to-day administrative operations, support team projects, and ensure smooth execution of internal processes. The ideal candidate thrives in a dynamic environment, is detail-oriented, and can manage multiple priorities across a high-volume workload.

Key Responsibilities

Team & Operational Support

• Provide administrative support across multiple projects and workstreams
• Manage and coordinate team calendars, including internal meetings, vendor calls, and cross-functional touchpoints
• Schedule and coordinate internal team meetings held in-office, including room bookings, logistics, and materials preparation
• Maintain and update team trackers (timelines, budgets, deliverables, and status reports)
• Assist with purchase orders (POs), invoice tracking, and basic budget coordination
• Process purchasing card reports in compliance with company policies
• Support preparation and updates of planning decks and materials for large cross-functional meetings
• Coordinate with internal stakeholders to ensure alignment on timelines, deliverables, and follow-ups

Process & Project Support

• Maintain and update Standard Operating Procedures (SOPs) and internal process documentation
• Support process improvement initiatives to enhance team efficiency and consistency
• Assist with administrative support related to vendor transitions or onboarding new partners
• Track action items, follow-ups, and project milestones across the team

General Administrative Support

• Coordinate team meetings and assist with team communications
• Support onboarding logistics for new team members (access, tools, resources)
• Assist with office coordination as needed (supplies, IT, facilities liaison)

Education & Required Skills

• Minimum of 5 years providing administrative support in fast-paced, high-visibility environments
• Experience in life sciences, operations, events, or project-based teams preferred
• Bachelor's degree or equivalent professional experience
• Strong organizational and time management skills with the ability to manage multiple priorities simultaneously
• Ability to work independently while supporting a highly collaborative, cross-functional team
• Highly responsive and adaptable in a fast-paced, deadline-driven environment
• Strong attention to detail and follow-through
• Excellent communication and interpersonal skills
• High level of discretion and professionalism
• Proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Teams) and collaboration tools such as SharePoint

#TM2