Executive Coordinator, US Fertility

Work Location: Boston, Massachusetts
Shift:
Department: HC-NA-F US Fertility
Recruiter: Katherine Nicolosi

This information is for internals only. Please do not share outside of the organization.

Your Role:

Are you an organized, proactive professional who thrives in a fast-paced, science-driven environment? We are seeking a highly skilled and motivated Executive Coordinator to provide exceptional support to the SVP of Fertility, VP of US Fertility Marketing and the VP of US Fertility Sales (US Fertility Leadership team). The Executive Coordinator advances the operational effectiveness of the US Commercial Fertility organization by providing executive-level administrative support, ensuring consistent administrative processes, and overseeing communication platforms for aligned messaging and internal engagement while acting as the voice and face of the department. The role also strengthens culture and capability through coordination of team meetings, onboarding, recognition programs, and acts as a trusted advisor and integrator to keep the teams aligned and informed. This Executive Coordinator role also provides the unique opportunity to support high-impact responsibilities including congress/meeting planning and developing strategic content and slides in support of the US Fertility Leadership team and organizational initiatives. If you are a self-starter who brings executive presence, creative problem-solving, and a commitment to excellence, we want to hear from you.

• Manage complex, high-volume calendars for the US Fertility Leadership team including scheduling across multiple time zones and prioritizing competing demands.
• Coordinate the US Fertility Leadership team domestic and international travel arrangements, including detailed itineraries, visa requirements, and expense reporting in compliance with company policies.
• Serve as a primary point of contact and liaison between the US Fertility Leadership team and internal/external stakeholders including cross-functional teams, executive leadership, and external partners.
• Organize and support team meetings, all-hands, and leadership forums: prepare agendas, capture meeting minutes, track action items, and drive follow-through.
• Serves as a trusted key resource for commercial field team members by coordinating onboarding activities, supporting team meetings and ongoing operational needs.
• Maintain confidential files, records, and organizational charts; manage document control and version tracking.
• Onboard new team members administratively; manage purchase orders, vendor contracts, and budget tracking support.
• Anticipate needs and proactively address administrative gaps, serving as a trusted partner to both SVP and other leaders.
• Prepares and facilitates structured team meetings end-to-end: pre-align agendas and clear asks, ensure all critical topics are covered or delegated, facilitate on-time meetings, capture minutes and actions, and drive timely follow-up and decision tracking; keeps KPIs and budget planning on track.
• Provides ad-hoc support to other leaders in the departments as needed.
• Create, design, and refine executive-quality PowerPoint presentations and supporting materials for initiatives, leadership forums, quarterly business reviews, and external engagements.
• Assist with the development and editing of communications including town hall presentations, strategic updates, and org announcements.
• Maintain a library of reusable content assets, templates, and branded materials.
• Support preparation of materials for senior leadership meetings, board-level updates, and cross-functional governance forums.
• Support the coordination and/or preparation for internal and external events including large department/multi-department meetings, customer meetings, and conferences
• Other duties as assigned. 
• Will work on-Site at the Boston Seaport office 3 days per week with up to 10% travel 

Who You Are

Minimum Qualifications:

• Bachelor’s degree
• 5+ years of experience as an Executive Assistant, Administrative Business Partner, or supporting senior leaders in a corporate environment.
• 2+ years of advanced proficiency in Microsoft Office Suite (PowerPoint, Outlook, Excel, Word, Teams); with the ability to create polished, visually compelling presentations independently.

OR

• High School or GED
• 7+ years of experience as an Executive Assistant, Administrative Business Partner, or supporting senior leaders in a corporate environment

• 2+ years of advanced proficiency in Microsoft Office Suite (PowerPoint, Outlook, Excel, Word, Teams); with the ability to create polished, visually compelling presentations independently.

Preferred Qualifications:

• Familiarity with HCP compliance requirements, Sunshine Act regulations, and MLR processes.
• Experience supporting pharmaceutical and biotech congress planning for major meetings (e.g., ESHRE, ASRM, ASCO, ESMO, AACE, ENDO, or similar)
• Proficiency with collaboration and project management tools (e.g., SharePoint, Smartsheet, Concur, Workday, Veeva).
• Ability to work with a high degree of autonomy and exercise sound judgment with minimal supervision.
• Excellent interpersonal skills with ability to work effectively in a diverse, inclusive, and highly matrixed organization.
• Understanding of the need for change and flexibility in supporting leaders through organizational evolution.
• Ability to communicate openly and share information to foster trust while encouraging constructive debate, making informed decisions, and ensuring shared commitment to outcomes.
• Demonstrated willingness to take risks and stand up for what is right while prioritizing the needs and experiences of customers and patients in all decisions.
• Commitment to setting and reaching ambitious goals and setting high standards while acting in the best interest of the company and taking initiative to drive results.
• Uphold ethical standards and being honest in all interactions.
• Ability to streamline processes to focus on what matters and creates impact and acting quickly to adapt to changes.
• Demonstrated ability to embrace new ideas, challenge the status quo, and seek innovative solutions while valuing diverse perspectives and treating others with respect and dignity.
• Pharmaceutical/biotech experience.
• Demonstrated excellence in managing complex calendars, travel logistics, and executive-level communications.
• Proven experience planning and executing events, meetings, or congresses.
• Strong project management skills: ability to prioritize, multi-task, and meet deadlines in a fast-paced, matrixed environment.
• Exceptional written and verbal communication skills; professional, polished, and discreet.
• High degree of integrity and ability to handle sensitive and confidential information with absolute discretion.

Pay Range for this position: $41.00 per hour -$63.00 per hour

The offer range represents the anticipated low and high end of the base pay compensation for this position. The actual compensation offered will be determined by factors such as location, level of experience, education, skills, and other job-related factors. Position may be eligible for sales or performance-based bonuses. Benefits offered by the Company include health insurance, paid time off (PTO), retirement contributions, and other perquisites. For more information click here.

What we offer: We are curious minds that come from a broad range of backgrounds, perspectives, and life experiences. We believe that this variety drives excellence and innovation, strengthening our ability to lead in science and technology. We are committed to creating access and opportunities for all to develop and grow at your own pace. Join us in building a culture of inclusion and belonging that impacts millions and empowers everyone to work their magic and champion human progress!

Apply now and become a part of a team that is dedicated to Sparking Discovery and Elevating Humanity!