Senior Executive Assistant & Office Operations

Job Summary:

The Senior Executive Assistant & Office Operations is a highly trusted, senior-level partner responsible for providing exceptional executive support to senior leaders and members of the Research & Development organization while also partnering on key office operations for the Boston location. This role supports a globally distributed leadership team and partners closely with the Senior Executive Assistant to the Chief Medical Officer (CMO) and the Research & Development Leadership Team (RDLT) to coordinate high-priority activities, leadership meetings, and strategic initiatives. 

In addition to executive support, this role serves as the primary owner of office operations and facilities management for the Boston location, partnering closely with the Director, Corporate & Administrative Services on workplace planning, construction, branding initiatives, and employee experience. This position is part of Beeline Medicines’ broader Executive Assistant team and is expected to flex in supporting firmwide priorities and events.

The ideal candidate is a polished, poised, and highly resourceful professional who excels in fast-paced biotechnology environments. They demonstrate exceptional judgment, executive presence, discretion, and the ability to quickly assess competing priorities. Success in this role requires someone who can rapidly learn organizational dynamics, understand the relative importance and urgency of meeting requests, and confidently manage complex scheduling challenges while maintaining a high level of professionalism

Work Arrangement & Location: 

Hybrid - This position follows a hybrid work schedule, requiring a minimum of two (2) days on-site per week — currently designated as Tuesday and Wednesday. Additional on-site days may be required based on business needs, team priorities, or leadership direction.

Essential Duties and Responsibilities:

• Provides dedicated support to the assigned executives and works closely with assigned functional departments across the organization
• Provide proactive, high-level executive support, managing complex calendars, travel, expenses, and rapidly evolving priorities.
• Partner closely with the Senior Executive Assistant to the CMO and the RDLT to coordinate leadership meetings, strategic planning sessions, governance forums, and other high-priority engagements.
• Exercise sound judgment in prioritizing meeting requests and managing competing executive demands, ensuring leadership time is aligned with organizational priorities.
• Manage complex calendaring across multiple global time zones and facilitate coordination among internal and external stakeholders.
• Plan and coordinate domestic and international travel, including multi-stop itineraries, executive briefings, and contingency planning.
• Support executive interactions with key external stakeholders, advisors, investigators, and partners, including scheduling, logistics, preparation, and follow-up.
• Serve as a trusted partner who anticipates needs, identifies potential conflicts, and proactively recommends solutions.
• Coordinate office and pantry supplies, maintaining appropriate inventory levels and employee amenities in partnership with the Senior Executive Assistant.
• Review office and facilities-related expenses and identify opportunities for operational efficiencies and cost optimization.
• Partner on facilities matters, including maintenance requests, vendor relationships, building management coordination, and work orders.
• Serve as an engaged and collaborative member of the Executive Assistant team, supporting company-wide initiatives and shared priorities.
• Support logistics and planning for town halls, leadership meetings, all-hands meetings, company events, employee engagement activities, company-wide mailings, and cross-functional initiatives.
• Demonstrate flexibility and willingness to support evolving business needs and organizational priorities. 
• Perform other duties and responsibilities as assigned

Qualifications:

• Education: Bachelor's degree or equivalent professional experience required.
• Minimum of 15 years of experience supporting Csuite executives and senior leadership teams in fast paced, global environments.
• Prior experience in biotechnology or life sciences strongly preferred; R&D or clinical development experience is a plus.
• Proven ability to support multiple senior leaders simultaneously with discretion, professionalism, and confidence.
• Extensive experience working across global time zones and supporting internationally based executives.
• Experience supporting industry congresses, scientific meetings, and senior level external engagements.
• Advanced proficiency in Microsoft Office suite, including Outlook, Word, Excel, and PowerPoint.
• Experience with DocuSign, SharePoint, Coupa, SAP, and Concur or comparable expense management platforms.
• Strong command of video conferencing and collaboration tools.
• Comfortable adopting new technologies; familiarity with AI-enabled productivity tools such as Microsoft Copilot is a plus
• Operates with a high degree of autonomy and ownership, functioning as a trusted extension of executive leadership in both internal and external settings.
• Anticipates organizational needs before they surface, proactively identifying risks, gaps, and opportunities to keep executive priorities on track.
• Self-directed and confident, with the ability to orient quickly in ambiguous or fast-moving environments.
• Communicates with clarity, precision, and discretion across all levels of the organization, tailoring style and tone to audience and context.
• Navigates sensitive information with professionalism and strict confidentiality, exercising discretion in all written and verbal interactions.
• Highly effective interpersonally; able to build trusted relationships with executives, cross-functional teams, vendors, and external partners.