Senior Executive Assistant

Mahler Private Staffing is seeking an experienced, highly organized, and proactive Senior Executive Assistant to support the CEO of a growing life sciences and biotechnology company. This is an exceptional opportunity for a sophisticated executive support professional who thrives in a dynamic environment, enjoys managing multiple priorities, and takes pride in anticipating needs and ensuring seamless follow-through.

The ideal candidate is resourceful, intellectually curious, technologically proficient, and capable of working independently while supporting a busy executive whose responsibilities span business development, international partnerships, strategic initiatives, and corporate operations.

Key Responsibilities

• Provide high-level executive and administrative support to the CEO, managing complex calendars, meetings, correspondence, and travel coordination.
• Coordinate communications, meetings, and follow-up with customers, distributors, international business partners, and internal teams.
• Track multiple business initiatives, deadlines, and deliverables, ensuring projects move forward efficiently.
• Facilitate the administrative coordination of business agreements, including document revisions, approvals, signatures, and communication with legal and other professionals.
• Prepare, edit, and refine executive presentations, reports, marketing materials, and professional correspondence.
• Conduct research, organize business information, and prepare client and partner profiles to support business development activities.
• Utilize technology, project management platforms, and AI tools to streamline workflows and improve productivity.
• Coordinate periodically with property managers, architects, contractors, and other service providers regarding real estate and property-related projects.
• Assist with select personal and family scheduling and coordination as needed.
• Anticipate needs, establish priorities, and proactively manage follow-through across a wide range of responsibilities.

Qualifications

• Significant experience supporting C-suite executives, entrepreneurs, or senior business leaders in a fast-paced, sophisticated professional environment.
• Exceptional organizational, communication, and project coordination skills, with the ability to independently manage competing priorities.
• Strong proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.
• Technologically savvy, with experience using modern productivity platforms, project management software, and AI tools such as ChatGPT or Claude.
• Experience in life sciences, biotechnology, healthcare, or another technically sophisticated industry preferred but not required.
• Intellectual curiosity, strong learning agility, and the ability to quickly understand unfamiliar business concepts and coordinate effectively with subject matter experts.
• Excellent written communication skills and the ability to produce polished, professional executive-level materials.
• Strong attention to detail, sound judgment, discretion, and a proactive, solutions-oriented approach.
• Familiarity with real estate, property management, construction, or development is a plus.
• Ability to successfully complete background screening and applicable training related to confidential and controlled business information.

Schedule & Compensation

This is a full-time, primarily remote position with periodic in-person collaboration in the Lake Country/Madison, Wisconsin area, generally once weekly or every other week. Candidates should reside within reasonable commuting distance.

Flexibility for early-morning communication is preferred to accommodate international business activities. Occasional availability outside standard business hours may be necessary for urgent matters or travel-related…