Senior Executive Assistant & Office Operations

Job Summary:

The Senior Executive Assistant & Office Operations is a senior level, highly trusted partner supporting the President & Chief Operating Officer and working closely with the leadership team across Corporate Development, Communications, and Investor Relations. This role requires exceptional organizational judgment, executive presence, and the ability to operate seamlessly in fast paced, highly visible, and externally facing settings.

In addition to executive support, this role serves as the primary owner of office operations and facilities management for the Greater NYC 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.

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:

• Provide primary support to the President & Chief Operating Officer and works closely with Corporate Development, Communications & Investor Relations, and functional leaders across the organization.
• Manage complex, dynamic calendars with global time zone considerations, proactively anticipating scheduling needs and conflicts.
• Coordinate high-priority meetings including investor engagements, internal leadership sessions, and external commitments.
• Plan and execute complex domestic and international travel aligned with executive priorities.
• Serve as a key liaison with internal leaders, board members, investors, external partners, and peer executive assistants.
• Prepare executive-level materials including agendas, briefings, and correspondence.
• Coordinate logistics for investor meetings, roadshows, and industry conferences, including hotel room blocks, AV, meeting space, F&B, and on-site execution.
• Track timelines, deliverables, and vendor relationships for external engagements.
• Partner with Communications, IR, and Corporate Development to ensure consistent execution and messaging alignment.
• Serve as the primary point of contact for all facilities and office operations at assigned office.
• Manage office and pantry supply inventory to support a positive employee experience.
• Coordinate fire, safety, and building inspections; ensure compliance with applicable standards.
• Oversee routine maintenance, vendor coordination, and building work orders.
• Partner with the Director, Corporate & Administrative Services on construction and buildout projects, branding and signage, workspace planning, furniture configuration, and office moves.
• Perform other duties and responsibilities as assigned

Qualifications:

• Education: Bachelor's degree or equivalent professional experience required.
• Minimum of 15 years of experience supporting C-suite executives and senior leadership in fast-paced, global environments.
• Prior experience in biotechnology, life sciences, or a related industry preferred.
• Demonstrated success supporting externally facing leaders in investor relations or corporate development contexts preferred
• 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.
• 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.