Senior Administrative Assistant - US Affiliate

Role Summary:

The Senior Administrative Assistant provides high-level administrative, operational, and coordination support to the SVP, US Affiliate and the US Affiliate Leadership Team. This role serves as a trusted partner who helps drive organizational effectiveness through proactive planning, executive support, meeting management, communication coordination, and operational execution.

The Senior Administrative Assistant manages complex and frequently changing priorities, facilitates effective leadership team operations, and ensures seamless execution of key business activities. This individual plays a critical role in supporting strategic planning processes, leadership meetings, employee engagement activities, cross-functional initiatives, and interactions with internal and external stakeholders.

Success in this role requires exceptional organizational skills, sound judgment, professionalism, discretion, and the ability to anticipate needs before they arise. The Senior Administrative Assistant builds strong relationships across the organization and serves as a reliable resource who enables leaders to remain focused on advancing the goals and priorities of the US Affiliate.

This is a full-time position based in Waltham, MA without the possibility of being remote.

Primary Responsibilities Include:

Executive & Leadership Team Support

• Manage highly complex calendars for the SVP, US Affiliate and members of the US Affiliate Leadership Team, balancing competing priorities and optimizing executive time.
• Coordinate leadership meetings, business reviews, strategic planning sessions, and other high-priority forums.
• Prepare executives for meetings by developing agendas, organizing briefing materials, compiling pre-reads, and tracking action items and decisions.
• Monitor and help prioritize incoming requests, communications, and scheduling demands to ensure alignment with business priorities.
• Serve as a trusted point of contact for internal and external stakeholders, exercising professionalism and discretion in all interactions.
• Anticipate executive and leadership team needs and proactively address administrative and operational challenges.

 Affiliate Operations & Business Coordination

• Support execution of key US Affiliate initiatives by coordinating activities across Commercial, Medical, Market Access, Patient Services, Finance, HR, Legal, and other cross-functional teams.
• Manage leadership team rhythm-of-business activities, including standing meetings, operating reviews, town halls, planning sessions, and employee engagement events.
• Track organizational priorities, action items, milestones, and deliverables to support accountability and execution.
• Assist with annual planning processes, budget tracking, invoice processing, purchase orders, contracts, and other operational activities.
• Maintain leadership team resources, organizational documents, distribution lists, shared drives, and business records.
• Identify and implement opportunities to improve administrative processes, tools, and ways of working across the Affiliate.

 Meeting, Event & External Engagement Coordination

• Coordinate end-to-end logistics for leadership meetings, advisory boards, customer meetings, conferences, workshops, and affiliate-wide events.
• Support planning and execution of leadership offsites, all-hands meetings, employee events, and functional workshops.
• Manage conference room scheduling, catering, presentation materials, audio-visual requirements, and on-site logistics.
• Coordinate visits from external stakeholders, consultants, partners, and company executives.
• Ensure professional and seamless execution of meetings and events while effectively managing changing requirements and priorities.
• Partner with internal functions and external vendors to deliver high-quality experiences and outcomes.

 Travel, Communications & Executive Administration

• Coordinate complex domestic and international travel arrangements for executive leaders, including itineraries, accommodations, transportation, and meeting schedules.
• Anticipate and resolve travel-related issues and schedule changes with minimal disruption.
• Prepare, process, and reconcile expense reports in accordance with company policies.
• Support preparation and formatting of executive presentations, reports, communications, leadership updates, and other business documents.
• Maintain strict confidentiality regarding business-sensitive, organizational, personnel, and strategic information.
• Partner closely with Executive Assistants and Administrative Assistants across the company to ensure seamless coordination and coverage.

Education and Skills Requirements:

• High School Diploma required; Bachelor’s degree preferred or equivalent work experience
• 6+ years of administrative, operational, or related experience, preferably in a fast-paced corporate environment
• Biotechnology, pharmaceutical, healthcare, or life sciences industry experience preferred
• Demonstrated ability to support leaders, teams, or functions while managing multiple priorities and stakeholders
• Strong organizational, prioritization, time-management, and follow-through skills
• Excellent attention to detail and commitment to accuracy
• Sound judgment with the ability to independently manage routine and moderately complex tasks while escalating sensitive or unusual matters appropriately
• Proven ability to handle confidential and business-sensitive information with discretion
• Strong written, verbal, and interpersonal communication skills
• Ability to prepare, proofread, format, and organize business documents, presentations, reports, agendas, and meeting notes
• Proficiency with Microsoft Office 365, Outlook, Teams, PowerPoint, Word, and Excel
• Experience coordinating meetings, events, travel, expenses, invoices, and department logistics
• Ability to work efficiently with general guidance in a dynamic, evolving environment
• Proactive, resourceful, and solutions-oriented approach to administrative support and operational execution
• Collaborative team player who builds trust through professionalism, reliability, responsiveness, and follow-through
• Demonstrated ability to improve administrative workflows, tools, and processes
• Champion of Dyne’s values, culture, and employee experience

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