To Apply for this Job Click Here
Our client is a leading, mission-driven, nonprofit organization that is seeking an experienced and highly organized Executive Assistant to provide high-level administrative support to senior leaders within the Medical & Scientific division. This is a critical, fast-paced role supporting multiple executives, including the Chief Science Officer. The ideal candidate will be proactive, composed under pressure, and comfortable managing complex scheduling, global travel, and expense coordination. If you’re someone who thrives on organization, problem-solving, and making things happen behind the scenes, this is an excellent opportunity. This role begins as a temporary assignment with the potential for temp-to-hire, depending on performance and interest.
Key Responsibilities
- Provide administrative support to the Chief Science Officer and two additional senior leaders.
- Maintain highly detailed and dynamic calendars – including scheduling across global time zones and organizing back-to-back meetings (often in 15-minute increments).
- Coordinate complex domestic and international travel arrangements (flights, hotels, ground transportation, visas, itineraries).
- Prepare daily agendas, meeting materials, and follow-up documentation.
- Manage expenses, invoices, and reimbursements (Concur, Workday).
- Support logistics for internal and external meetings, conferences, and scientific events.
- Handle office supply orders, journal payments, and internal information requests.
- Collaborate with meeting coordinators and conference services for large-scale events.
- Communicate professionally with internal stakeholders and external scientific partners.
Qualifications
- 5+ years of experience supporting senior executives in a fast-paced, professional environment.
- Proven success managing complex calendars, international travel, and expense reconciliation.
- Proficiency in Google Suite (Calendar, Gmail, Drive, Docs, Sheets) and Microsoft Office (Word, Excel, PowerPoint).
- Experience with Workday, Concur, and travel booking platforms (e.g., Egencia, airline/hotel systems).
- Excellent written and verbal communication skills (typing speed of at least 50 WPM).
- Strong attention to detail and follow-through.
- Ability to stay calm and focused under pressure while managing competing priorities.
- Confident, assertive, and able to keep senior leaders on schedule.
Benefits: Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.
A1435994CHI_1761685184