Manager & Executive Assistant, Office of the Chief Science Officer and Medical Affairs

The Manager, Office of the Chief Science Officer and Medical Affairs (CSOMA) serves as the operational and strategic backbone of the organization’s scientific and medical leadership office. This position oversees the daily operations, planning, and coordination activities supporting the Chief Science Officer and Medical Affairs Lead, as well as senior members of the Medical and Scientific Relations (Med Sci) team.

The role requires exceptional organizational, communication, and judgment skills to anticipate needs, drive priorities forward, and ensure seamless alignment across internal and external stakeholders. The successful candidate will bring a strong sense of ownership, confidentiality, and proactive problem-solving in a fast-paced, mission-driven environment.

This position reports directly to the Chief Science Officer and Medical Affairs Lead and is based in the Chicago, IL office.

Key Responsibilities

• Serve as the central point of coordination for all operational and administrative matters within the Office of the CSOMA.
• Manage and optimize complex calendars across global time zones, ensuring alignment of strategic priorities, key meetings, and travel schedules.
• Prepare comprehensive daily and weekly briefings for the CSOMA, including agendas, key documents, and context summaries for internal and external engagements.
• Partner with departmental leaders to track priorities, action items, and follow-ups, ensuring timely execution and accountability across initiatives.
• Lead logistical and content coordination for internal and external meetings, executive sessions, and cross-functional collaborations.
• Oversee preparation of all meeting materials — agendas, background documents, presentations, and pre-read packets — ensuring accuracy and relevance.
• Act as liaison between the CSOMA office and senior stakeholders, effectively triaging and communicating priorities.
• Support the development and delivery of executive presentations, board updates, and scientific communications.
• Manage departmental expense reporting, invoice processing, and budget tracking in alignment with organizational policies (Workday, Concur, or similar systems).
• Ensure compliance with funding, travel, and expense policies, including reconciliation and reporting within required timelines.
• Coordinate procurement of office supplies, subscriptions, and other resources supporting Medical and Scientific Relations operations.
• Plan and manage complex domestic and international travel for the CSOMA and leadership team, including visa documentation and contingency planning.
• Oversee logistical execution for conferences, scientific symposia, and leadership offsites in coordination with internal event teams.
• Serve as point of contact during travel or meeting emergencies to ensure continuity of operations.
• Maintain and organize key records, correspondence, and project documents with precision and confidentiality.
• Build and maintain relationships with internal departments, external partners, and scientific collaborators.
• Support communication flow within the CSOMA office to ensure information is accurate, timely, and strategically aligned

Qualifications

• Education: Bachelor’s degree preferred; equivalent combination of education and experience considered.
• Experience: Minimum 5 years of progressively responsible experience supporting senior executives or managing operations in a scientific, medical, or research-driven organization preferred
• Proven ability to manage multiple executives, complex schedules, and international engagements.
• Demonstrated success in project coordination, executive communication, and operational process improvement.

Knowledge, Skills, And Abilities

• Exceptional written and verbal communication skills with a high degree of professionalism.
• Mastery of Microsoft Office Suite; advanced PowerPoint and Excel skills preferred.
• Proficiency with virtual meeting tools (Zoom, WebEx), expense systems (Concur), and travel coordination platforms (Egencia or equivalent).
• Strong attention to detail and ability to synthesize complex information into concise deliverables.
• Ability to work both independently and collaboratively with senior leaders, scientists, and cross-functional teams.
• Discretion in handling confidential and sensitive information.
• Familiarity with scientific and medical terminology, particularly related to Alzheimer’s disease and related dementias,…