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Executive Assistant

New York, NY; Boston, MA

About Formation Bio

Formation Bio is a tech and AI driven pharma company differentiated by radically more efficient drug development. 

Advancements in AI and drug discovery are creating more candidate drugs than the industry can progress because of the high cost and time of clinical trials. Recognizing that this development bottleneck may ultimately limit the number of new medicines that can reach patients, Formation Bio, founded in 2016 as TrialSpark Inc., has built technology platforms, processes, and capabilities to accelerate all aspects of drug development and clinical trials. Formation Bio partners, acquires, or in-licenses drugs from pharma companies, research organizations, and biotechs to develop programs past clinical proof of concept and beyond, ultimately helping to bring new medicines to patients. The company is backed by investors across pharma and tech, including a16z, Sequoia, Sanofi, Thrive Capital, Sam Altman, John Doerr, Spark Capital, SV Angel Growth, and others. 

You can read more at the following links:

At Formation Bio, our values are the driving force behind our mission to revolutionize the pharma industry. Every team and individual at the company shares these same values, and every team and individual plays a key part in our mission to bring new treatments to patients faster and more efficiently.

About the Position

This Executive Assistant role will primarily support our Chief Medical Officer (CMO) and Chief Scientific Officer (CSO). You will be responsible for planning meetings with external subject matter experts, researchers, pharmaceutical companies, biotech companies, and a diverse set of strategic partners, globally. You’ll anticipate and resolve administrative and operational needs before they even arise, ensuring the CMO and CSO can focus on the most critical priorities. You will become familiar with all key teams and leaders at Formation Bio to be able to coordinate seamlessly internally and externally. This position will expand over time to support multiple executives as our leadership team is growing.

Responsibilities

  • Provide high-level administrative support to the Chief Medical Officer and Chief Scientific Officer, including managing complex calendars, prioritizing meeting requests, and ensuring seamless coordination across time zones.
  • Plan and schedule meetings with external stakeholders such as clinical and scientific advisors, researchers, pharmaceutical and biotech partners, and other strategic collaborators.
  • Coordinate internal and external meetings (virtual and in-person), manage logistics, prepare materials, and ensure timely follow-ups.
  • Arrange comprehensive travel itineraries and accommodations for domestic and international travel, often involving multiple stakeholders and shifting priorities.
  • Support the planning and execution of scientific, clinical, and strategic events—including advisory boards, offsites, conferences, and industry engagements.
  • Partner closely with teams across the Development and Translational organizations to support strategic and operational initiatives.
  • Manage ad hoc projects and operational tasks that contribute to advancing key scientific and medical partnerships.
  • Continuously improve administrative workflows and explore opportunities to implement AI tools to enhance efficiency and scale.
  • Be available on-call for time-sensitive requests, including during evenings and weekends as needed.

About You

Key qualifications for this role include:

  • Undergraduate degree or higher in a relevant discipline
  • 4 years or more experience providing support to senior leadership, while navigating multiple stakeholders in a fast-paced environment; meaningful experience liaising with executive teams is required
  • Extensive experience collaborating with external executive assistants
  • Professional correspondence style for internal and external communications
  • Well-organized, self-starter with a “can do” attitude who can juggle multiple tasks at once and take initiative to problem solve
  • Ability to demonstrate tact, diplomacy, and discretion as you work across many teams and have access to confidential information
  • Ability to work quickly and with a sense of urgency, without sacrificing quality
  • Passion for our mission to bring new treatments to patients faster and more efficiently 

Formation Bio is prioritizing hiring in key hubs, primarily the New York City and Boston metro areas, with additional growth in the Research Triangle (NC) and San Francisco Bay Area. Please only apply if you reside in these locations or are willing to relocate.

Compensation:

The target salary range for this role is: $93,000 - $122,000.

Salary ranges are informed by a number of factors including geographic location. The range provided includes base salary only. In addition to base salary, we offer equity, comprehensive benefits, generous perks, hybrid flexibility, and more. If this range doesn't match your expectations, please still apply because we may have something else for you.

#LI-hybrid

You will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

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