Executive Assistant

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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MA Pay Range

$125,000—$150,000 USD