Executive Assistant - Contract to Hire

Job description

**About Us** Kardigan is a heart health company working to make cardiovascular disease preventable, curable and no longer the leading cause of death in the world. It is Kardigan’s mission to develop multiple targeted treatments in parallel that bring people with cardiovascular diseases to the cures they deserve. Led by Tassos Gianakakos, Jay Edelberg, M.D., Ph.D., and Bob McDowell, Ph.D., Kardigan’s co-founders have reunited after leading MyoKardia to discover and develop mavacamten, the first cardiac myosin inhibitor, resulting in an acquisition by Bristol Myers Squibb in 2020. We have a cutting-edge discovery and translational research platform, a pipeline of late-stage candidates, and an industry-leading team that is driven to improve the lives of patients. At Kardigan, we are motivated by our values which guide how we work, interact, and achieve our goals. **Driven by patients and their families**, we are deeply committed to improving the lives of patients and prioritizing their needs above all else. We believe in **being authentic**—leading with truth to bring out the best in others by creating an environment where every person knows they will be fully accepted. With an **eagerness to learn**, we encourage the highest levels of curiosity and are open to changing our minds. We are committed to **winning as a team** with urgency, excellence, and intention, and support each other no matter what role we play or where we sit. Lastly, we strive to **enable the impossible** because patients are counting on us. We are not afraid to take risks to unlock innovation and advance scientific discoveries. These values are the foundation of our work, empowering us to make a real difference, every day. Kardigan is seeking an organized, proactive, and detail-oriented Executive Assistant to support VP and SVP-level leaders onsite. The ideal candidate thrives in a fast-paced environment, juggles multiple priorities with ease, and anticipates the needs of the leaders and teams they support - managing calendars, travel, expense reports, and day-to-day meeting logistics with precision. This role partners closely with the site's Senior Executive Assistant and other site EAs to ensure consistent, well-coordinated administrative support across the leadership team. As an Executive Assistant, you will help ensure the seamless day-to-day functioning of your assigned leaders' schedules and team operations, while contributing to a collaborative and positive site culture. If you're someone who enjoys variety, takes ownership of routine and recurring tasks, and wants to grow your career in executive support, we want you on our team. **This is a 4- day on-site position (M-Th)** # Essential Duties and Responsibilities ## What You'll Do - **Calendar Management:** Manage complex group calendars for assigned VP and SVP-level leaders and their teams, including scheduling, rescheduling, and resolving conflicts across multiple stakeholders. - **Travel & Expense:** Book and coordinate individual travel arrangements (airfare, hotels, ground transportation) and prepare expense reports for assigned VP/SVP leaders. - **Room Booking:** Schedule and manage conference room bookings for meetings, interviews, and team events. - **Team Building & Offsites:** Coordinate team offsites, celebrations, and day-to-day meeting logistics, including ordering lunch and catering for team events. - **Project & Logistics Support:** Support project and logistics needs for assigned teams, including document preparation, vendor coordination, and scheduling for new-team-member onboarding and meet-and-greets. - **Process Consistency:** Apply standardized scheduling templates and site processes so support is consistent regardless of which EA is covering a given request. - **Communication Support:** Act as a routine point of contact for internal and external scheduling communications on behalf of assigned leaders, escalating higher-complexity or judgment-based items (e.g., PO/contract requests, cross-time-zone executive scheduling) to the site's Senior Executive Assistant. - **General Office Support:** Handle site-related administrative needs as they arise, including supplies, meeting-room readiness, and general office support. - **Office Culture:** Contribute to a positive, collaborative office environment and support site culture initiatives. - **Flexible Support:** Jump in to assist with tasks beyond core EA responsibilities as needed, including coverage for other site EAs. # Who You Are - **A Self-Starter:** You take ownership of recurring tasks and anticipate the needs of the leaders and teams you support. - **Highly Organized:** You excel at managing multiple calendars, juggling priorities, and keeping day-to-day logistics running smoothly. - **Discreet & Trustworthy:** You value confidentiality and maintain discretion in all aspects of your work. - **Detail-Oriented:** You have a sharp eye for detail, ensuring consistent accuracy in scheduling, travel, and expense work. - **Clear Communicator:** You communicate effectively and professionally with leaders, teams, and external partners. - **Technologically Savvy:** You're proficient in Microsoft Office Suite (specifically Outlook). - **Adaptable:** You stay calm and focused, even when priorities shift or volume increases. - **Team Player:** You're eager to support the broader site team, from covering peers to contributing to company initiatives. - **Positive Energy:** Your upbeat attitude helps foster a collaborative and positive office culture. # Qualifications and Preferred Skills - 5+ years of experience in an executive or administrative assistant role, ideally supporting VP or senior-level leadership. - Strong proficiency in Microsoft Office Suite and other relevant software tools. - Excellent written and verbal communication skills. - Proven ability to manage multiple tasks simultaneously and meet deadlines in a fast-paced environment. - Experience supporting multiple leaders or a team environment is a plus. - A demonstrated ability to follow established processes while using good judgment on when to escalate.