Associate Director, Executive Administration

The Role:

ElevateBio is looking for a highly organized, proactive, and efficient Associate Director, Executive Administration Support. This person will be providing support and assistance to ElevateBio’s CEO, CFO, and other executives within the company as needed. This role is perfect for someone with strong administrative skills, experience supporting and working alongside C level executives, a collaborative mindset, and the ability to be forward thinking when supporting the business needs.

This role is based in our Waltham, MA facility.

Here’s What You’ll Do:

• Provide administrative support to the CEO, CFO, and other Executives as needed. Responsible for meticulous calendar management, including planning meetings, coordinating recurring events and communicating with multiple parties to schedule large scale internal/external meetings
• Engage with team members to prepare for upcoming meetings, producing and publishing agendas in advance of meetings
• Coordinate board meetings by managing complex schedules, liaising with board members and their assistants, and ensuring all necessary materials and preparations were completed in advance.
• Work closely and effectively with the Executive to be well informed of upcoming commitments and responsibilities, including key decisions, following up appropriately
• Provide a bridge for effective and regular communication between the Executive and internal and external stakeholders, demonstrating leadership, collegiality and empathy to maintain credibility, trust and support.
• Coordinate and provide onsite support for internal and external partner meetings, including support with travel arrangements and expense tracking.
• Schedule and help with preparation for leadership meetings, Quarterly Business Reviews, Board meetings, etc.
• Work closely with other Executive Assistants and administrative staff across the company to align processes and ensure consistency.
• Ensure alignment with individuals across ElevateBio for company events.

Requirements:

• Experienced C level Executive Assistant with experience in a high growth, fast paced corporate environment
• 10+ years' experience as an Executive Assistant
• Demonstrated experience managing multiple and complex travel arrangements while planning all aspects of complex meetings, on and off-site
• Superior calendar management, organizational, time management and follow through skills to prioritize and coordinate workload with minimal supervision
• Interface with internal and external partners and demonstrate high degree of professionalism and ability to handle confidential information in an appropriate manner
• Demonstrated ability to work on multiple projects simultaneously leveraging strong organizational skills and attention to detail.
• Strong proficiency in Microsoft (Word, Excel, Teams, PowerPoint, and Outlook) as well as teleconference equipment including Zoom, Teams, or other related software
• High degree of tact and discretion, professional and corporate presence, flexibility, and adaptability
• Ability to effectively work individually and as a team in a fast-paced and fluid environment
• Demonstrate excellent judgment, initiative, reliability, accuracy, and problem solving
• Demonstrate leadership and collaboration with other team members at all levels of the organization
• Prior experience working in biotech environment is a preferred.
• Ability to anticipate needs, problem-solve proactively, maintain discretion and confidentiality.
• Ability to work onsite in Waltham, MA