Executive Assistant

Drug Hunter is a B2B subscription knowledge base for biotech and pharma R&D scientists that empowers them to discover the medicines of the future. We serve most of the world’s top biotech and pharma companies, including Dow 30 and S&P 500 organizations.

 We are seeking an Executive Assistant who will serve as a trusted partner and operational force-multiplier to our leadership team. This role combines executive support with elements of strategic coordination—ensuring the leadership team’s time, communications, and projects are aligned with Drug Hunter’s rapid global expansion. The ideal candidate is exceptionally organized, proactive, and comfortable handling a mix of high-level strategic initiatives and hands-on execution in a fast-paced, mission-driven environment.

Location: Hybrid position based in the Greater Boston area. Domestic and international travel may be required (typically 20%).

Exercise strong judgment to provide high-level administrative and operational support to the leadership team, helping ensure priorities, schedules, and day-to-day operations run smoothly.

• Manage calendars, scheduling, travel arrangements, and administrative tasks on behalf of designated leaders.
• Coordinate meetings across internal and external stakeholders.
• Anticipate needs, proactively resolve scheduling and logistical challenges, and help leaders stay organized and focused.
• Support additional executives and team members as business needs evolve.

Support effective communication and information flow across the organization.

• Review and organize inbound communications and requests.
• Prepare meeting agendas, briefing materials, presentations, and supporting documentation.
• Track action items and follow-up commitments to ensure timely execution.
• Draft and coordinate professional communications on behalf of members of the leadership team.

Support the execution of strategic initiatives and operational priorities across the company.

• Coordinate cross-functional projects and initiatives involving leadership, product, marketing, operations, and other teams.
• Manage timelines, deliverables, and stakeholder communications.
• Assist with board-level logistics, meetings, and supporting materials.
• Identify opportunities to improve workflows, streamline processes, and enhance operational efficiency.
• Support special projects and ad hoc initiatives as needed.

Events, Programs & Marketing Support

• Lead end-to-end planning and execution of internal and external events, from initial concept through post-event follow-up.
• Coordinate executive meetings, board meetings, team off sites, customer events, conferences, webinars, company retreats, and virtual programs.
• Manage all event logistics, including venue selection, registration, attendee communications, speaker coordination, travel arrangements, catering, vendor relationships, budgets, and on-site event operations.
• Partner with Marketing, Product, Operations, and executive leadership to ensure seamless planning, alignment, and successful execution of programs and events.
• Develop event timelines, agendas, and project plans while proactively managing deadlines, risks, and changing priorities.
• Serve as the primary point of contact for internal stakeholders, vendors, and external partners throughout the planning and execution process.
• Coordinate executive and attendee travel, accommodations, and meeting logistics to deliver a high-quality experience.
• Track event budgets, process invoices, and manage vendor contracts and payments as needed.
• Anticipate and resolve logistical challenges to ensure a professional, seamless experience for attendees before, during, and after each event.

Contribute to building efficient and scalable processes that support a growing organization.

• Assist with budgeting, vendor management, and resource planning.
• Recommend and implement process improvements that reduce friction and increase efficiency.
• Help establish systems and workflows that support company growth and operational effectiveness.
• Other duties as needed to support the success of the organization.

Experience

• 5–8+ years supporting senior executives (CEO/Founder preferred) in a fast-paced, high-growth environment.

Organizational Excellence

• Exceptional time management, prioritization, and multitasking abilities.

Communication Skills

• Outstanding written and verbal communication; able to convey professionalism and clarity on behalf of the CEO.

Tech Savvy

• Proficient with productivity tools and automations (Google Workspace, Microsoft Office, Slack, project management platforms, Superhuman, LLMs).

• Comfortable adopting new tools quickly.

Judgment & Discretion

• Trusted to handle confidential information and represent the Leadership team with maturity and professionalism.

Adaptability

• Thrives in a dynamic environment; able to pivot priorities quickly while maintaining attention to detail.

High Agency

• Resourceful, proactive, and solutions-oriented mindset.

Team-Oriented

• Collaborative, positive, and aligned with the company’s values and mission.

Drug Hunter provides industry-leading benefits, including the following:

• Competitive salary, variable compensation, and equity
• Broad range of medical, dental, vision, and life insurance plans for employees and their dependents, including generous coverage for a platinum PPO healthcare plan
• Short-term disability and long-term disability insurance
• Cancer and critical illness coverage
• Up to 14 weeks paid parental leave (after 1 yr tenure) and childcare FSA plan
• 401(k) + employer match (3-5%)
• Home office set up stipend for fully remote employees
• Learning and development support
• Generous and flexible vacation and leave policies