Executive Assistant

Insight Global's client is seeking a highly trusted, detail-oriented Executive Assistant to support the CEO of a fast-growing biotech organization. This role is critical to keeping the CEO organized, prepared, and focused as the company scales. The ideal candidate brings strong executive judgment, discretion, and operational rigor; particularly in complex calendar management, global travel logistics, and high-volume coordination. This position will act as a true partner to the CEO, ensuring details are anticipated, priorities are protected, and nothing slips through the cracks.

It requires comfort interacting with executives and stakeholders across different time zones and cultures, as well as a continuous focus on driving efficiency and operational excellence.

• Manage and optimize a complex, high-volume CEO calendar across internal meetings, external stakeholders, global partners, and board-related activity.
• Continuously improve scheduling processes and workflows to maximize efficiency and reduce friction for the CEO.
• Act as a gatekeeper and prioritization partner — triaging requests, flagging conflicts, and helping the CEO stay focused on highest-impact work.
• Coordinate meetings across multiple time zones; prepare agendas and ensure all materials are organized and ready in advance.

• Own all aspects of domestic and international travel, including flights, accommodations, ground transportation, and detailed itineraries.
• Coordinate visa and international travel requirements (e.g., Brazil travel for global congresses). Partner closely with internal travel teams and anticipate upcoming travel needs (10+ trips expected over the next 3–6 months).

• Proactively manage and triage the CEO’s inbox, identifying urgent matters and drafting responses when appropriate.
• Maintain professionalism and discretion when communicating on behalf of the CEO with executives, investors, partners, and internal teams.
• Support communication with patient advocacy groups, clinical partners, and internal leadership teams as needed.

• Prepare, format, and clean up presentations and materials (deck creation from scratch is rare; emphasis is on polishing and organization).
• Maintain and organize files, folders, and documentation (including digitizing and structuring legacy materials).
• Assist with logistics related to conferences, panels, sponsor ships, and events.
• Handle highly sensitive and confidential information with discretion and integrity, particularly related to executive leadership, finance, and board matters.
• Demonstrate reliability, sound judgment, and consistency — traits critical to success in this role based on past team experience.
• Ad Hoc & Special Projects Support special projects and initiatives as needed, ensuring follow-through, attention to detail, and on-time execution.

• 3–5+ years of experience supporting senior executives (CEO or C-suite preferred).
• Prior experience in biotech, pharmaceutical, medical, life sciences, or clinical research environments.
• Proven ability to manage complex calendars and executive travel.
• High level of discretion, professionalism, and integrity.
• Exceptional organizational skills with strong attention to detail.
• Ability to anticipate needs, prioritize effectively, and operate with minimal direction.
• Advanced proficiency in Microsoft Office (Outlook, PowerPoint, Word, Excel)

• Experience supporting global coordination, including working across time zones, cultures, and occasional after-hours needs.
• Exposure to clinical trials, CROs, or patient advocacy organizations.
• Background in environments requiring high discretion and executive-level judgment.
• Familiarity with Slack, Teams, SharePoint or Concur.

This is a 9-month contract-to-hire position with an hourly pay of $45-$60/hr, depending upon qualifications and years of experience.