Executive Assistant/ Sr. Executive Assistant

Job Title:  Senior/ Executive Assistant and Office Manager

Reports To:  CEO

Position:

Mediar Therapeutics is a clinical stage biotechnology company developing therapeutics to halt, or even reverse, fibrosis and restore long-term organ function. The platform and pipeline are based on an emerging class of novel targets- fibrotic mediators – that play key roles in modulating myofibroblast biology and the development of fibrosis chronically damaged organs. Mediar was founded by Mass General Brigham Ventures, Massachusetts General Hospital and Brigham & Women’s Hospital and has laboratory and office space in Boston.

We are seeking a highly organized and proactive Senior/ Executive Assistant & Office Manager to provide comprehensive administrative support to our Chief Executive Officer, Chief Scientific Officer, and Chief Medical Officer. This individual will play a pivotal role in managing executive operations, optimizing efficiency, and ensuring the smooth running of the office. The ideal candidate is detail-oriented, resourceful, and capable of handling a wide range of executive and operational tasks with discretion, professionalism, and sound judgment.

Role Responsibilities:

Executive Assistant –

• Calendar Management: Coordinate and maintain complex calendars for the CEO, CSO, and CMO; schedule internal and external meetings; book conference rooms; and proactively resolve scheduling conflicts with minimal disruption.
• Expense Reporting: Prepare, submit, and track executive expense reports accurately and on time while ensuring adherence to company policies.
• Travel Coordination: Arrange and manage detailed domestic and international travel itineraries, including flights, accommodations, ground transportation, and visa documentation, in collaboration with the travel team.
• Meeting & Event Logistics: Coordinate catering, AV setup, and other logistics for executive meetings; support Board meetings, leadership offsites, and company events by arranging supplies, food, and onsite setup.
• Schedule and organize Board and investor meetings, ensuring all logistics and materials are handled accurately and efficiently.
• Support quarterly Board meetings and Board dinners (Q1–Q4), including preparation of materials, coordination of logistics, and management of reimbursements.
• Coordinate participation in annual conferences, including attendee registration, abstract deadlines, and travel planning.
• Manage confidential correspondence, prepare documents and presentations, and maintain discretion at all times.
• Serve as a trusted partner to leadership, demonstrating professionalism, strong judgment, and meticulous attention to detail.
• Support HR and Finance teams as needed, including coordination of cross-functional projects, expense processing, and administrative tasks.
• Liaise cross-functionally with R&D, Clinical, Operations, HR and Finance teams to support alignment of priorities, coordinate projects and assists with administrative tasks where needed.

Office Manager –

• Manage office supplies, snacks, and beverages, anticipating and restocking proactively.
• Act as the main point of contact for employees regarding office-related supply needs.
• Oversee day-to-day office operations to ensure a professional, organized, and welcoming environment, proactively maintaining and improving the appearance of desks, common areas, and overall workspace presentation.
• Coordinate company meals, lunches, happy hours, and Lunch & Learn events in partnership with HR, including ordering food and beverages, managing deliveries, and assisting with setup to ensure a smooth experience.
• Partner with IT Vendor. Examples could include:
  • Manage supply orders, hold weekly calls to discuss resources and gaps, and schedule consultants’ onsite availability.
  • Maintain all tech supplies for the office (e.g., keyboards, mice, chargers) and ship out replacement laptops to remote employees as needed.
  • Coordinate with the IT consultant to remotely configure laptops for new hires or existing employees—this simply requires turning on the device and facilitating remote access so setup can be completed smoothly.
• Manage receipts, expenses, and reconciliations through AP and Brex.

Required Qualifications:

• Level is based on years of experience.
• 4+ years of administrative experience within the biotech or life sciences industry.
• Bachelor’s degree required.
• Exceptional organizational skills with the ability to manage multiple priorities seamlessly.
• Excellent written and verbal communication skills; able to draft correspondence, prepare presentations, and take precise meeting notes.
• Strong interpersonal skills with the ability to build relationships across all levels of the organization.
• Highly proactive and resourceful; demonstrates strong problem-solving and decision-making skills.
• Proven ability to handle confidential information with discretion and professionalism.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat.
• Comfortable working in a fast-paced, dynamic environment with competing priorities.
• Onsite 4-5 days a week.
• Annual base salary range for this role is $90,000 - $110,000.

At this time, we are only considering candidates located within Massachusetts. Relocation assistance will not be provided for this role.

Our Culture & Values

At Mediar, we foster a collaborative, mission-driven environment where every team member contributes to advancing transformative therapies for patients with fibrotic diseases. Our core values are Curiosity, Community, and Integrity. These values guide everything we do, from scientific innovation to how we work together as a team.

Equal Employment Opportunity

Mediar is committed to equal opportunity in the terms and conditions of employment for all employees and job applicants without regard to race, color, religion, sex, sexual orientation, age, gender identity or gender expression, national origin, disability, veteran status or any other classification protected under applicable law.  Mediar also complies with all applicable national, state and local laws governing nondiscrimination in employment as well as work authorization and employment eligibility verification requirements of the Immigration and Nationality Act and IRCA.