Executive Administrative Associate, Office of the CEO

Flagship Pioneering is a bioplatform innovation company that invents and builds platform companies that change the world. We bring together the greatest scientific minds with entrepreneurial company builders and assemble the capital to allow them to take courageous leaps. Those big leaps in human health and sustainability exponentially accelerate scientific progress in areas ranging from cancer detection and treatment to nature-positive agriculture. What sets Flagship apart is our ability to advance biotechnology by uniting life science innovation, company creation, and capital investment under one roof in a way that is largely without precedent. Our scientific founders, entrepreneurial leaders, and professional capital managers are each aligned around an institutionalized process that enables us to innovate and transform for the benefit of people and planet.

Many of the companies Flagship has founded have addressed humanity’s most urgent challenges: vaccinating billions of people against COVID-19, curing intractable diseases, improving human health, preempting illness, and feeding the world by improving the resiliency and sustainability of agriculture.

Flagship has been recognized twice on FORTUNE’s “Change the World” list, an annual ranking of companies that have made a positive social and environmental impact through activities that are part of their core business strategies, and has been twice named to Fast Company’s annual list of the World’s Most Innovative Companies. 

Position Overview

This is an outstanding career opportunity in a leading venture creation firm for an experienced Executive Administrative Associate, CEO Office to join Flagship’s Office of the CEO to work as part of a team dedicated to providing high-level support and partnership with the firm’s Founder and Chief Executive Officer. The ideal candidate will leverage a broad range of skills with the highest degree of professionalism and discretion in handling a wide variety of comprehensive responsibilities. Must be detail-oriented, poised under pressure, and have strong organizational skills to effectively manage administrative tasks. Requires the ability to proactively build organizational knowledge and relationships and think critically and creatively to support problem solving and ensure strong communication flow and follow-through.  

Responsibilities

A comprehensive range of administrative duties, including but not limited to:

• Sophisticated calendar management for the CEO at the direction of the CEO Office Senior Director and in partnership with the CEO Office Executive Assistant

• Support for all CEO internal and external activities including:
  • Coordinating and tracking project work
  •  Itinerary development
  • Briefing coordination in partnership with the Senior Director
  • Calendar coordination for complex, highly visible engagements and significant domestic and international travel
  • Liaising with the events team
  • Database administration:
    • Serves as a Salesforce administrator for the department
    • Documents & files materials for all meetings and engagements. Including but not limited to:
      • Reports and meeting materials
      • Board materials (Flagship and non-profit boards)
      • Meeting agendas
      • Speeches, public engagement briefings and other written materials
      • Briefings for all home and travel engagements
      • In-office staffing of the CEO office during normal business hours, partnering with the
• Executive Assistant to the CEO to:
  • Ensure conference rooms are suitable for occupancy
  • Print and organize pre-read materials and agenda for CEOs
  • Greets guests
  • Proactively coordinating meetings and managing internal and external communications
  • Expense reporting and reimbursement in partnership with the CEO Office Senior Director
  • Collaborating with other administrative staff members in collaboration and coordination of calendars, requests, and events. Provide back-up coverage to other Executive Administrators as necessary

Qualifications

• Bachelor's degree required
• 5 plus years of experience in providing support to high-level executives at the “C” level suite
• Advanced Outlook organizational skills
• High level of commitment, availability after hours and on weekends as needed
• Significant responsibility working in a dynamic, demanding, and fast-paced environment
• Exceptionally organized with keen attention to detail with the ability to shift focus and priorities when necessary, under pressure and within deadlines
• Outstanding verbal and written communication skills; strong ability to inform and engage through written communications
• Excellent interpersonal and relationship-building skills
• Professional, positive manner, with experience in a role requiring a high degree of confidentiality
• Excellent problem-solving skills and resourcefulness; ability to follow-through
• Strong work ethic
• Energetic, enthusiastic and interested in learning within a fast-paced, fast-growth organization

Joining Flagship Pioneering will allow you to

• Make an impact as part of a Fortune “Change the World” company
• Be energized by an exciting startup culture
• Surround yourself with inspirational colleagues and leaders
• Support innovative breakthroughs in health care and sustainability
• Expand your horizons with opportunities for professional growth
• Enjoy unparalleled employee benefits and rewards programs

Flagship Pioneering and our ecosystem companies are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status.

Recruitment & Staffing Agencies: Flagship Pioneering and its affiliated Flagship Lab companies (collectively, “FSP”) do not accept unsolicited resumes from any source other than candidates. The submission of unsolicited resumes by recruitment or staffing agencies to FSP or its employees is strictly prohibited unless contacted directly by Flagship Pioneering’s internal Talent Acquisition team. Any resume submitted by an agency in the absence of a signed agreement will automatically become the property of FSP, and FSP will not owe any referral or other fees with respect thereto.

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