Full-Time Executive & Office Coordinator

ABOUT BIENA

Biena is leading the healthy snacking revolution with our whole-food protein snacks, sold in 15,000 stores nationwide including Whole Foods, Sprouts, Kroger, and Target. Named “Best New Healthy Snack” by outlets like Shape, Food Network, and Cooking Light, we’re building a consumer-led powerhouse brand.

We’re a small and fast-growing team that thrives on collaboration, problem-solving, and moving fast. And yes, there are plenty of free snacks!

POSITION OVERVIEW

Biena is seeking a highly organized, proactive, and trustworthy Executive & Office Coordinator to serve as the right hand to our CEO and ensure smooth day-to-day operations at our HQ.

This role blends three critical areas of responsibility:

1. Executive Support to the CEO
2. Office Administration
3. Sales & Marketing Coordination

Because this position involves managing highly confidential communications on behalf of the CEO, discretion and sound judgment are essential. Over time, the Sales & Marketing Coordination portion will transition into a separate full-time role, giving the right candidate the opportunity to grow into expanded Executive Operations responsibilities.

LOCATION: Waltham, MA (On-site, 5 days per week)

PRIMARY RESPONSIBILITIES

1. Executive Support to the CEO

• Manage the CEO’s calendar, schedule meetings, and ensure smooth daily flow.
• Draft, review, and respond to correspondence (email and documents) on behalf of the CEO.
• Handle confidential and sensitive information with the highest degree of discretion.
• Anticipate CEO needs and proactively manage priorities and deadlines.
• Serve as a trusted operational right hand to the CEO.

2. Office Administration

• Keep the office tidy, clean, and organized daily; ensure common areas and kitchen are stocked.
• Greet visitors, handle incoming mail, calls, and deliveries.
• Manage outgoing shipments of R&D, sales, and sample boxes.
• Coordinate logistics for quarterly team events, including booking venues and catering.
• Support general administrative needs for the Biena team.

3. Sales & Marketing Coordination

• Manage product sample requests across sales and marketing, ensuring timely fulfillment.
• Complete New Item Paperwork for setup with grocery customers.
• Coordinate consumer sampling events, including logistics, materials, and inventory.
• Post social media content on Instagram, TikTok, and LinkedIn.
• Track key marketing KPIs and maintain organized files for creative assets and packaging.
• Support influencer and ambassador programs.

• 3–5 years of experience in executive assistance, office management, or coordination roles. Startup or CPG experience a plus.
• Exceptional organizational skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills; strong judgment when representing the CEO.
• High discretion and integrity in handling confidential information.
• Social media savvy; experience with Canva, TikTok, or IG a plus.
• Thrives in a fast-paced, entrepreneurial environment.

• Healthcare & Dental benefits
• 401K
• Paid-Time Off
• Hands-on experience in executive operations, office management, and marketing at a fast-growing brand
• A collaborative, fun, mission-driven team
• Unlimited Biena Snacks!