Executive Assistant

Role Summary:

The Executive Assistant serves as a highly trusted partner to one or more senior executives, providing strategic administrative, operational, and project management support. This role acts as an extension of the executive, ensuring priorities are effectively managed, organizational objectives are advanced, and leadership teams operate efficiently.

The Executive Assistant is responsible for complex calendar and travel management, meeting and event planning, leadership team operations, executive communications, and coordination of high-priority initiatives. This role regularly interacts with employees at all levels of the organization, Board members, external partners, investors, consultants, and vendors while maintaining the highest levels of professionalism, discretion, and confidentiality.

This is a full-time position based in Waltham, MA.

Primary Responsibilities Include:

Executive Support & Prioritization

• Manage complex and frequently changing executive calendars, ensuring alignment with strategic priorities
• Anticipate executive needs and proactively identify opportunities to optimize time, focus, and effectiveness
• Coordinate internal and external meetings across multiple stakeholders, time zones, and functions
• Prioritize incoming requests, communications, and meeting demands while exercising sound judgment regarding urgency and business impact
• Prepare executives for meetings through agenda development, briefing materials, background information, and follow-up actions
• Ensure executives are informed and prepared for upcoming commitments, decisions, and organizational priorities
• Serve as a trusted thought partner and operational resource to executive leaders

Leadership Team Operations

• Coordinate leadership team meetings, department meetings, town halls, offsites, and strategic planning sessions
• Develop agendas, compile meeting materials, distribute pre-reads, and document key decisions and action items
• Track commitments, deliverables, and follow-up activities to ensure execution and accountability
• Support leadership teams in managing priorities, timelines, and cross-functional dependencies
• Assist in planning and execution of organizational initiatives and department objectives

Meeting, Event & Offsite Management

• Coordinate logistics for internal and external meetings, workshops, conferences, and company events
• Plan and execute leadership offsites, strategic planning sessions, and team-building activities
• Manage conference room scheduling, audio-visual requirements, catering, and meeting support
• Coordinate logistics for visitor meetings, advisory board meetings, and external partner engagements
• Support company-sponsored events and employee engagement activities as needed

Travel & Expense Management

• Arrange complex domestic and international travel, including flights, accommodations, ground transportation, visas, and itineraries
• Anticipate and resolve travel-related challenges and schedule changes
• Ensure travel arrangements align with company policies and executive preferences
• Prepare, submit, reconcile, and track expense reports in a timely manner
• Support budget tracking and invoice processing as needed

 Communications & Stakeholder Management

• Serve as a key liaison between executives and internal and external stakeholders
• Draft, edit, and coordinate executive communications, presentations, and correspondence
• Facilitate communication flow across departments and leadership teams
• Build strong working relationships across the organization to support collaboration and execution
• Represent the executive office with professionalism, responsiveness, and discretion

 Board, Governance & Advisory Support

• Coordinate board of directors committee, advisory board, and governance-related meetings as assigned
• Assist with meeting preparation, logistics, materials management, and follow-up actions
• Coordinate scheduling and communications with board members and external advisors
• Support governance processes and documentation while maintaining confidentiality and accuracy

 Project Coordination & Organizational Effectiveness

• Support execution of strategic projects and cross-functional initiatives
• Track milestones, action items, and deliverables across multiple stakeholders
• Identify opportunities to improve administrative processes, communication, and operational effectiveness
• Assist with implementation of new tools, processes, and organizational practices
• Support onboarding activities and organizational initiatives as needed
• Participate in special projects that advance business and organizational priorities

 Administrative Team Collaboration

• Partner with other Executive Assistants to provide seamless executive support across the organization
• Share best practices and contribute to continuous improvement of administrative operations
• Provide backup support for executive coverage during absences
• Mentor and support less experienced administrative team members as appropriate

Education and Skills Requirements:

• High School Diploma required; Bachelor's degree preferred
• 10+ years of experience supporting senior leaders, executives, or C-suite leaders in a fast-paced corporate environment
• Biotechnology, pharmaceutical, healthcare, or life sciences industry experience preferred
• Demonstrated success supporting multiple priorities and stakeholders simultaneously
• Strong executive presence, professionalism, and sound judgment
• Exceptional organizational, prioritization, and project management skills
• Experience coordinating complex domestic and international travel
• Proven ability to manage highly confidential information with discretion
• Excellent written, verbal, and interpersonal communication skills
• Advanced proficiency with Microsoft Office 365, Outlook, Teams, PowerPoint, Word, and Excel
• Experience working in a high-growth, evolving environment preferred
• Highly organized and proactive professional who anticipates needs before they arise
• Proven track record as a trusted partner who exercises outstanding judgment and discretion
• Relationship builder who works effectively across all levels of the organization
• Problem solver who remains calm and resourceful under pressure
• Exceptional attention to detail
• Collaborative team player who contributes to organizational success beyond their immediate responsibilities
• Champion of Dyne's values, culture, and employee experience

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