Executive Administrative Assistant

The Executive Administrative Assistant will play a critical role in supporting the CEO and SVP of Corporate Affairs by managing their day-to-day operations, communications, calendars, travel, and logistics. This role requires a strong partnership with both executives and someone who is proactive, adaptable, resourceful, anticipatory, and capable of working in a fast-paced, evolving environment. This role will also require close coordination with other executive admins particularly those supporting externally facing executives.

The ideal candidate will bring excellent organizational and communication skills, sound judgment, an understanding of the pharmaceutical industry, and the ability to handle confidential and sensitive information with professionalism.

• Provide dedicated support to the CEO and SVP, Corporate Affairs, serving as a trusted partner in managing priorities, schedules, communications, and day-to-day logistics.
• Proactively manage complex and frequently changing calendars, resolve scheduling conflicts, and ensure alignment with business priorities.
• Organize and prioritize the executives’ daily activities to help them focus on the highest-value work.
• Anticipate executive needs, exercise sound judgment, and ensure leaders are well prepared for meetings, events, and external engagements.
• Prepare and edit correspondence, presentations, reports, and materials for executive-level meetings.
• Manage competing requests and priorities with professionalism, discretion, and appropriate follow-through.

• Coordinate Board and committee meetings, investor meetings, West Coast Executive Team gatherings, and other key company meetings, including logistics, materials, and follow-up.
• Coordinate Board and committee meetings with other Boards that executive serves on including expense reimbursement with that company.
• Coordinate Board dinners, leadership gatherings, and other executive events.

• In collaboration with People & Culture and Corporate Affairs, coordinate All Hands meetings and company events.
• Manage end-to-end travel arrangements, including detailed itineraries, accommodations, transportation, changes, and expense reporting.
• Provide on-the-ground support for conferences , partner meetings, and company events, as needed.

• Act as a primary point of contact for the executives with internal and external stakeholders, including Board members, investors, partners, and company leaders.
• Triage meeting requests and routine communications, escalating matters appropriately and ensuring timely follow-up.
• Serve as a liaison to department heads and team members, facilitating clear communication and collaboration.
• Draft routine correspondence and communications for executive review or distribution as appropriate.

• Manage sensitive information and documentation with the highest level of discretion and integrity.
• Coordinate the execution of confidentiality agreements and other documentation required for meetings with third parties.
• Maintain organized records, meeting materials, and other executive documentation.

• Assist with special projects and operational tasks across the organization.
• Track key actions and follow-up items arising from executive and leadership meetings.
• Identify opportunities to improve administrative processes, coordination, and executive efficiency.

• This position is based on the West Coast and is expected to operate primarily within East Coast Time (7am PT to 3pm PT)
• Given the executives supported are frequently engaged across time zones, flexibility to support East Coast meetings and business activities as needed is required.
• In the event a West Coast office is established, being in the office 3 days per week would be expected
• Ability to travel to NY city periodically particularly to support in person board meetings (2 times per year) or large in company meetings and participation in face to face weeks (2 times per year)
• Ability to adjust working hours periodically to support executive, Board, investor, and company priorities.

• Bachelor’s degree preferred.
• Minimum of 5 years of experience supporting a CEO and/or other C-suite executives, preferably in a startup or fast-growth environment and ideally within the pharmaceutical, biotech, or healthcare sectors.
• Proven experience managing complex executive calendars, travel, meetings,…