Job Description

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 & Scheduling :

• Maintain 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 Coordination :

• Arrange 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 Support :

• Coordinate 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 Coordination :

• Serve 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 Preparation :
• Prepare 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 Tasks :

• Provide 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 & Professionalism :

Experience :

• 8+ years of administrative experience supporting executive-level roles, preferably in a fast-paced life sciences or biotech environment.
• Must have previous experience supporting the CEO

Skills :

• Strong 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.

Attributes :

• Strong 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 Environment :

• Ability 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.

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