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Executive Coordinator

Administration | Waltham, MA | Full Time

Job Description

About Oncopeptides:

Oncopeptides is a pharmaceutical company focused on the development of targeted therapies for difficult-to-treat hematological cancers. The company is focusing on the development of the lead product candidate melflufen, a novel peptide-drug conjugate that rapidly delivers a cytotoxic payload into tumor cells.  Melflufen is in development as a new treatment for the hematological cancer multiple myeloma and is currently being tested in multiple clinical studies including the pivotal phase 2 HORIZON study and the ongoing phase 3 OCEAN study. Oncopeptides’ US headquarters is based in Waltham, MA with an office in Mountain View, CA, and global headquarters is in Stockholm, Sweden. The company is listed in the Mid Cap segment on Nasdaq Stockholm with the ticker ONCO.

The company is in a strong financial position and has an effective Executive Team and Board of Directors. Discover more about Oncopeptides at


The Executive Coordinator will manage a wide range of administrative and executive support related duties. Reporting to the US CEO, this role will act as a gatekeeper and first point of contact while handling a variety of responsibilities to support the US Headquarters and Leadership Team. We are looking for an individual with a “can-do” attitude who will play a crucial role in helping Oncopeptides grow and build on a strong performance based culture. 

This position is based in Waltham, Massachusetts.

Key responsibilities include, but are not limited to:

  • Assist the US CEO with initiatives/ activities that support the growth of the organization and strategic direction of the business

  • Provide support to the Executive and Leadership Team with heavy calendaring, meeting prioritization and coordination

  • Prepare, modify and publish complex presentations and other communications using Word, Excel, PowerPoint, and related web-based programs

  • Book both domestic and international travel arrangements and accommodations as well as processing expense reports

  • Serve as the point person for maintenance, mailing, purchasing, supplies, and ordering equipment 

  • Partner with IT and HR for onboarding activities and ongoing employee support regarding office equipment and supplies

  • Serve as the key point of contact for property management, safety measures, and local authorities as needed

  • Organize and run company events: company meetings, off-site meetings, team events, holiday parties, and other celebrations

  • Assist with preparation Board of Director meetings and communications, as well as other tasks assigned by the Leadership Team

  • Facilitate conference calls and web-based meetings ensuring communication with participants in terms of scheduling

  • Maintain confidential files and contact information

  • Organize pre-meeting and post-meeting materials and reports as needed

  • Order and maintain an inventory of office supplies

  • Procure meals as needed for meetings and events

  • Provide general support to visitors and guests


Ideal Experience:

  • Bachelor’s Degree highly preferred

  • 5+ year’s general administrative experience, or an equivalent combination of experience and college-level education

  • Experience supporting VP/SVP/C-Level Executives in a fast-paced environment a plus (required)

  • Prior experience at a rapidly growing Bio-Tech or Life Sciences company experience preferred (required)

  • Adept in time management and working with urgency

  • Ability to coordinate last-minute changes without a glitch

  • Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat

  • Proven success building and maintaining relationships of trust, respect, and support

  • Demonstrated ability to interact with staff at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high degree of professionalism

  • Experience working with and representing Executives in a professional and responsible manner

  • Proven ability to maintain confidentiality 

  • Strong verbal and written communication skills 

  • Must be self-directed and work to achieve objectives with little oversight 

  • Experience managing varying time zones with regards to calendaring

  • Presence in the office Monday through Friday, with the willingness to respond after-hours and on weekends as needed