Executive Assistant

Our client is on a mission to revolutionize biomedical innovation by honoring the gift of every organ donor. They collaborate closely with hospitals and organ procurement organizations to enable organ donation from patients with incurable diseases, such as untreatable lung cancer, which prevent donation for clinical transplantation. By revitalizing these organs using advanced organ perfusion technology, they conduct transformative research studies to accelerate the development of breakthrough biomedical technologies without risking patients’ lives. 

Position Overview:

Our client is seeking a dedicated and proactive Executive Assistant to support the Chief Research Operations Officer (CROO) at the organization. The ideal candidate will be detail-oriented with a warm and positive personality, capable of handling the dynamic nature of an early-stage startup while maintaining consistency and accountability. This role requires a reliable gatekeeper for the CROO’s availability, a self-motivated individual, and a quick learner who can solve problems independently. The successful candidate must be solutions-oriented, comfortable with pushing back when needed, and focused on processes and templates to manage change effectively.

This is an in-person role working Monday to Friday 9am-5pm ET in North Haven, CT.

• Create monthly schedules to ensure continuous staffing of the Emergency Science Team. 
• Maintain a daily inventory of critical perfusion supplies. 
• Order necessary supplies to keep the Emergency Science Team fully stocked and operational. 
• Keep common office areas fully stocked and orderly. 
• Receive and categorize incoming shipments daily. 
• Arrange outgoing shipments of critical samples to key collaborators. 
• Manage relationships with key vendors. 
• Coordinate equipment maintenance visits to ensure the site remains fully operational. 
• Handle administrative tasks such as scheduling meetings. 
• Organize catering needs for key events. 
• Assist with travel planning and reimbursements. 

• Minimum 3 years of previous experience in an executive assistant role. 
• Detail-oriented with excellent organizational skills. 
• Warm and positive personality. 
• Ability to handle the dynamic environment of an early-stage startup. 
• Consistent and accountable in work performance. 
• Self-motivated and a quick learner for independent problem-solving. 
• Solutions-oriented with a focus on effective processes and templates. 
• Comfortable with pushing back when necessary. 
• Experience in managing schedules, supplies, and shipments. 
• Strong administrative and coordination skills. 
• Ability to build and manage relationships with key vendors. 
• Proficiency in handling travel planning and reimbursements. 

Our client is committed to equal opportunity employment. The organization makes hiring and employment decisions without regard to an individual's race, ancestry, national origin, religion, sex, pregnancy (or related medical condition), age, disability, sexual orientation, marital status, gender expression, military status, prior record of arrest of conviction, citizenship status, current employment status, caregiver status, or any other characteristic protected by federal, state, or local law.