Executive Assistant

This is a six month contract with likelihood of either extension or conversion.Must be able to go into office once a week.Job Summary:We are seeking a highly skilled Executive Assistant to provide administrative support to the CEO in a fast-paced and dynamic life sciences/biotech company. The ideal candidate will be proactive, organized, and able to handle a variety of tasks with discretion, efficiency, and professionalism. This role requires a deep understanding of executive-level support, including calendar management, travel coordination, document preparation, and liaison duties, all while maintaining a positive, professional office environment.Key Responsibilities:Calendar Management & SchedulingMaintain the CEO's calendar, managing internal and external meetings, appointments, and events.Prioritize meeting requests and ensure effective time management for the CEO's busy schedule.Travel CoordinationArrange complex domestic and international travel, including flights, ground transportation, hotel accommodations, and meal reservations.Prepare detailed itineraries and identify cost-efficient travel options.Act as the primary point of contact for external travel partners, such as hotels, airlines, and frequent traveler programs.Recruitment SupportCoordinate candidate interviews in collaboration with HR for Clinical and Technical Operations roles.Organize and manage the execution of non-disclosure agreements (NDAs) for candidates and partners.Visitor & Office CoordinationServe as the primary host for visitors, candidates, and employees, ensuring a welcoming and efficient experience.Maintain a positive office environment and manage office resources, including kitchen supplies, snacks, and beverages.Document & Presentation PreparationPrepare business documents, including PowerPoint presentations, meeting agendas, and other materials for advisory, Board, and external meetings.Ensure the accurate categorization, reconciliation, and processing of executive team members' expense reports.Additional Administrative TasksProvide backup support for the Office Manager, ensuring smooth day-to-day operations.Ensure daily office upkeep, such as printing conference room calendars and ordering supplies.Team Collaboration & ProfessionalismExperience8+ years of administrative experience supporting executive-level roles, preferably in a fast-paced life sciences or biotech environment.Must have previous experience supporting the CEOSkillsStrong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), video conferencing platforms (Zoom, Teams), and cloud storage applications.Experience with calendaring systems and database applications is essential.Ability to manage multiple tasks, set priorities, and meet deadlines in a dynamic, team-oriented environment.Excellent interpersonal, communication, and organizational skills.AttributesStrong attention to detail and ability to exercise discretion and sound judgment.Proven ability to handle confidential information with the utmost professionalism.Self-starter who can independently manage time and workload effectively.Positive, approachable demeanor with a focus on maintaining a professional office environment.Work EnvironmentAbility to work on-site at the company's Redwood City office three days a week, with the option for remote work two days a week.Additional Skills (Preferred but Not Required):Knowledge of life sciences industry terminology and practices.Experience supporting a CEO or senior executive in a fast-paced, growth-oriented company.

Created: 2025-02-09