Sr. Executive Assistant

Company and Location

New York, NY 10022 – on‑site required once a week with flexible availability for events, catering, and other obligations.

• Partner with the CEO and senior leaders to anticipate needs, manage workflows, and drive follow‑through on priorities.
• Coordinate seamlessly across internal teams and external stakeholders.
• Provide executives with briefings to support prioritization of activities.
• Strategically manage complex calendars and prioritize meetings across time zones; act as a gatekeeper for executive time.
• Plan and execute external stakeholder meeting logistics (e.g. board and investor meetings), including agendas, materials, and follow‑up.
• Manage executive communications, including email oversight and Teams‑based virtual meetings, and advanced functions such as recording management, live captions, presenter modes, and coordinating large multi‑stakeholder sessions.
• Coordinate domestic and international travel for employees, including itineraries, visas, lodging, and event logistics.
• Prepare detailed travel briefs, adjust plans in real time, and support travel needs for off‑sites and company events.
• Process and reconcile expenses accurately and maintain organized financial records.
• Draft, proofread, and format executive‑level correspondence, presentations, and reports.
• Maintain memberships, subscriptions, documents, and systems; manage special projects and build efficient administrative processes; provide periodic briefings to CEO on outstanding items and upcoming priorities.
• Support office operations, including visitor management and maintaining a professional work environment.
• Seamlessly use technology, AI, Chat GPT, Copilot, Microsoft, Teams, and other tools.
• Provide backup support to other Executive Assistants as needed.
• Perform additional duties as assigned by the direct manager.

• 10+ years of experience as an Executive Assistant supporting senior leaders or C‑suite executives, including in biotech, pharma, medical device or clinical research.
• Previous experience working in a start‑up environment.
• Strong proficiency and demonstrated ease in using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), SharePoint, and Teams; knowledge and use of Chat GPT / AI.
• Demonstrated experience managing complex international travel, visas, and executive itineraries.
• Proven ability to work independently, exercise strong judgment, and maintain confidentiality.
• Exceptional written and verbal communication skills, including experience interfacing with executives, investors, board members, and scientific leaders.
• Outstanding organizational skills with the ability to manage multiple competing priorities in a fast‑paced dynamic environment.
• High level of attention to detail, accuracy, and professionalism.
• Ability to travel domestically and internationally as needed.
• Flexibility to work from the NYC office (schedule varies).
• Adaptability and ability to support evolving organizational needs as the company grows.

• Membership or involvement in an American Society of Administrative Professionals (ASAP), Executive Assistants Organization (EAO) or similar.
• Experience working in a small company within the life science sector.

Mid‑Senior level.

Full‑time.

Administrative.