Executive Assistant & Office Manager

The Executive Assistant & Office Manager is a hybrid role providing high-level administrative support to local leadership and managing day-to-day operations of the headquarters office. This position acts as a trusted partner to firm leadership and the primary front desk contact, ensuring a professional, welcoming, and well-run office environment through sound judgment and initiative.

Must Have

• Provide comprehensive administrative support to local leadership.
• Manage calendars, schedule meetings, and coordinate logistics.
• Handle and prioritize incoming communications professionally.
• Prepare presentations, documents, reports, and materials.
• Coordinate travel arrangements.
• Monitor and manage expenses, reimbursements, and invoices.
• Conduct research and gather information for decision-making.
• Maintain confidentiality and professionalism.
• Serve as the primary, in-office presence at the front desk.
• Greet and assist visitors, support meetings.
• Oversee day-to-day office operations.
• Manage office supply inventory across offices.
• Coordinate maintenance and functionality of office equipment.
• Handle mail, packages, shipping, filing, scanning, and clerical tasks.
• Coordinate and support national and local meetings, events, and internal gatherings.
• Prepare agendas, capture and distribute meeting minutes.
• Track follow-up actions.
• Support firm-wide initiatives and special projects.
• Minimum of 5 years of experience in an executive assistant or office management role.
• Strong organizational and time-management skills.
• High level of professionalism, discretion, and comfort handling confidential information.
• Proactive, resourceful, and able to anticipate needs and take initiative.
• Strong attention to detail and commitment to accuracy.
• Excellent verbal and written communication skills.
• Demonstrated proficiency with Microsoft Office (Word, PowerPoint, Excel).
• Demonstrated executive presence and ability to represent the firm with professionalism.
• Positive, collaborative approach with ability to work effectively across teams and with leadership.

Good to Have

• Advanced Excel skills

Perks & Benefits

• Comprehensive medical, dental, and vision insurance
• Life & AD&D coverage
• Disability insurance
• Lifestyle Wellness Account
• Generous PTO
• Company holidays
• Paid parental & bonding leave
• Flexible hybrid work policy
• 401(k) with employer match
• Tax-free commuter, health, and childcare accounts
• Performance bonuses
• Monthly phone stipend
• Employee discount program
• Mentorship
• Training
• Tuition reimbursement
• Charitable donation match

The company brings over three decades of experience helping life sciences companies optimize their commercialization through strategic insight, advanced analytics, and technology. From developing go-to-market strategies and building foundational data analytics infrastructures to leveraging artificial intelligence to improve customer insights and engagement, it helps life sciences companies maximize performance across their portfolios. It also deploys proprietary and third-party technology solutions to help companies forecast performance, design territories, manage customer data, organize, and report on medical and commercial data, and more. The company has 10 global offices.

Our mission is to bring together analytical minds and innovative technology to help life sciences companies navigate the complexity of health care and improve patient outcomes.

This hybrid role is responsible for providing high-level administrative support to local leadership while owning the day-to-day operations of the headquarters office. This position serves as a trusted partner to firm leadership and as the primary, visible point of contact at the front desk, exercising sound judgment and initiative to ensure a professional, welcoming, and well-run office environment.

We’ll trust you to:

• Executive & Leadership Support
• Provide comprehensive administrative support to local leadership, as needed, enabling effective leadership and efficient operations.
• Manage calendars, schedule meetings, and coordinate logistics to ensure optimal time management and preparedness.
• Handle and prioritize incoming communications, exercising sound judgment, discretion, and professionalism.
• Prepare presentations, documents, reports, and materials for internal and external use.
• Coordinate travel arrangements, including flights, lodging, ground transportation, and itineraries.
• Monitor and manage expenses, reimbursements, and invoices in accordance with company policies.
• Conduct research and gather information to support decision-making as requested.
• Maintain confidentiality and professionalism when handling sensitive or confidential information.

• Office Management & Front Desk Operations
• Serve as the primary, in-office presence at the front desk, acting as a visible and professional representative of the firm.
• Greet and assist visitors, support meetings, and ensure a welcoming experience for employees, clients, and guests.
• Oversee day-to-day office operations, ensuring the office environment is organized, functional, and professional at all times.
• Manage office supply inventory across offices, anticipating needs, placing orders, and expediting deliveries as needed.
• Coordinate maintenance and functionality of office equipment; evaluate new equipment or processes when appropriate.
• Handle mail, packages, shipping, filing, scanning, and general clerical tasks as needed.

• Events, Meetings & Coordination
• Coordinate and support national and local meetings, events, and internal gatherings, including space planning, catering, materials preparation, and logistics.
• Prepare agendas, capture and distribute meeting minutes when required, and track follow-up actions.
• Support firm-wide initiatives and special projects as assigned.

You'll need to have:

• Minimum of 5 years of experience in an executive assistant, administrative, office management, or similar role, preferably in a professional services or fast-paced environment.
• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines simultaneously.
• High level of professionalism, discretion, and comfort handling confidential information.
• Proactive, resourceful, and able to anticipate needs and take initiative independently.
• Strong attention to detail and commitment to accuracy.
• Excellent verbal and written communication skills.
• Demonstrated proficiency with Microsoft Office (Word, PowerPoint, Excel), with advanced Excel skills preferred.
• Demonstrated executive presence and ability to represent the firm with professionalism and confidence.
• Positive, collaborative approach with the ability to work effectively across teams and with firm leadership.

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the role. Duties and responsibilities may change, or new ones may be assigned at any time with or without notice.

$80,000 - $85,000 a year

The wage range for this role takes into account the wide range of factors that are considered in making compensation decisions including, but not limited to, skill sets; experience and training; licensure and certifications; and other business and organizational needs. At the company, it is not typical for an individual to be hired at or near the top of the range for their role, and compensation decisions depend on the facts and circumstances of each case. A reasonable estimate of the current range is $80,000 to $85,000.

We are currently unable to consider candidates who require, or will require in the future, sponsorship for work authorization . Applicants must be authorized to work in the US on a permanent and ongoing basis without the need for current or future employer-sponsored work authorization.

At the company, you'll join a highly collaborative, values-driven team where technical excellence, analytical rigor, and personal growth converge. Whether you're passionate about AI innovation, building commercialization strategies, or shaping the next generation of data-first solutions in life sciences, this is a place to make an impact!

Compensation and Benefits:

The company offers a competitive compensation package and a full complement of benefits, including the following:

Health & Wellness

We provide comprehensive medical, dental, and vision insurance, as well as life & AD&D coverage, disability insurance, and a Lifestyle Wellness Account to help you feel your best.

Work-Life Balance

Our generous PTO, company holidays, and paid parental & bonding leave help you recharge and be present where it matters most. With a flexible hybrid work policy, you’ll enjoy the balance of in-person collaboration and remote flexibility.

Financial Wellness

We invest in your future with a 401(k) and employer match, tax-free commuter, health, and childcare accounts, and performance bonuses. You’ll also receive a monthly phone stipend and access to an employee discount program.

Growth & Giving Back

Through mentorship, training, and tuition reimbursement, we help you grow your career while supporting causes you care about with a charitable donation match.

Culture & Values

Collaboration, innovation, and inclusion define us. Here, you’ll join a community that values your ideas and celebrates your impact.

Equal Opportunity Employer

We are committed to fostering an inclusive company culture that respects and promotes diverse backgrounds and points of view. We seek candidates who will add to our culture and support the company’s vision of a diverse, equitable, inclusive, and collaborative workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, age, or veteran status. We are proud to be an equal-opportunity employer. If you are excited about this role but do not meet 100% of the qualifications listed, we still encourage you to apply. You may be just the right candidate for this or other roles.

Must be legally authorized to work in the United States.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.