Executive Assistant

About UsApnimed is a rapidly growing pharmaceutical company focused on transforming the treatment of sleep apnea through innovative, patient-friendly therapies. Our approach is rooted in a simple idea: patients with obstructive sleep apnea may benefit from a safe, effective oral medication taken once daily at bedtime.Our lead development program targets the neurologic control of upper airway muscles to help maintain an open airway during sleep. Based in Cambridge, Massachusetts, Apnimed is advancing a portfolio of novel pharmacologic therapies for sleep apnea and related disorders through cutting-edge science and a commitment to innovation.Recognized by the Boston Business Journal as one of the Best Places to Work in both 2024 and 2025, we are continuing to grow and build the foundational operations that enable our employees, and our mission, to thrive.Position OverviewWe are seeking a highly organized, proactive Executive Assistant to support our leadership team and build best-in-class administrative operations. As the first hire in this function, you will initially own a broad range of responsibilities, including executive support, office management, and onboarding coordination. Over time, you will play a key role in scaling the function, including managing and developing a small administrative team. This is an on-site role that requires strong Microsoft Office expertise, an operational mindset, and the ability to balance strategic thinking with hands-on execution. This role may require occasional travel to support company meetings, events, and offsite activities.Key ResponsibilitiesExecutive SupportProvide high-level administrative support to senior leaders, including complex calendar management, meeting coordination, and travel arrangementsPrepare, format, and edit documents, presentations, and reports using Microsoft Office (Outlook, Word, Excel, PowerPoint)Act as a trusted partner to leadership, anticipating needs and ensuring alignment across prioritiesProvide project management support to the executive team by coordinating cross-functional initiatives, tracking key deliverables and timelines, preparing status updates, and ensuring alignment and follow-through on strategic prioritiesAdministrative Leadership & Team ManagementManage and prioritize work across administrative staff as the team grows, including direct supervision over timeEstablish and document administrative processes, standards, and best practicesSupport onboarding of new hires, including coordination of logisticsBuild and scale the administrative function to support a growing organizationEvent & Project ManagementLead planning and execution of company events, offsites, and internal meetingsAssist with special projects and cross-functional initiativesIdentify opportunities to improve efficiency and implement scalable administrative systems and processesOffice & Facilities OperationsMaintain a clean, organized, and well-stocked office environment, including shared spaces and kitchen areasQualifications7+ years of administrative experience, preferably in a fast-paced or high-growth environment (biotech or life sciences is preferred), experience in office management is a plusAdvanced proficiency in Microsoft Office Suite, especially Outlook, Excel, Word, and PowerPointProven experience supporting senior executives as well as Board members, investors, and key external stakeholders (e.g., KOLs) with a high degree of professionalism and discretionExperience working with and supporting a predominantly remote or geographically distributed team, with strong virtual communication and coordination skillsExperience managing or overseeing administrative staff, or clear readiness to take on people management responsibilitiesStrong experience coordinating events, meetings, and logistics in a professional settingDemonstrated project management experience, including the ability to manage multiple priorities, timelines, and stakeholders simultaneouslyExceptional organizational, multitasking, and problem-solving skillsStrong interpersonal and communication skills with a high level of attention to detailAbility to work independently, take initiative, and adapt in a rapidly evolving environmentDemonstrated experience managing office operations, including inventory, vendor coordination, and facilities supportPreferred QualificationsExperience as a first or early administrative hire in a growing companyExperience in a public company and/or commercial-stage organization strongly preferredFamiliarity with biotech or pharmaceutical environmentsExperience implementing administrative systems, tools, or workflowsWhat Apnimed Offers: 401(k) with company match Generous time off for vacation Generous Company paid benefits Flexible working environment Motivated and experienced teamLocation and Other Information: Apnimed is a privately held company based in Cambridge, MAApnimed is an EEO employer committed to an exciting, diverse, and enriching work environment. Please visit us at www.apnimed.com to learn more about our work with Obstructive Sleep Apnea