Executive Assistant

Looking to join a passionate team dedicated to developing and manufacturing life‑saving biopharmaceuticals? Avid Bioservices is a leading clinical and commercial biologics CDMO focused on creating innovative solutions to meet the needs of our clients and improve patient outcomes.

As an Executive Assistant, you'll provide a world‑class experience to all partners internally and externally, including the executive team and customers. You are an avid problem‑solver with crisp communication and astute attention to detail. This is a fast‑paced opportunity for a professional who is a very bright, get‑things‑done, proactive, entrepreneurial, and service‑oriented person. No task is too small or too big for you to take on.

You take pride in delivering the highest quality work product and finding efficiencies in your role. You will support and work alongside a talented, humble, and a busy leadership team, working with different personalities and prioritizing a multitude of competing demands with ease.

You can effectively manage an Executive agenda, prepare, and figure out logistics, navigate complex calendaring, with an ability to gracefully context‑switch between all scenarios with ease.

• Always be two steps ahead of any operational, strategic, or administrative problems that may arise and proactively project manage them with confidence and strong conviction of how the leader would do so themselves.
• Manage busy and ever‑changing Executives’ calendars with accuracy and astute attention to potential conflicts.
• Manage, plan and coordinate client, supplier, customer, and internal meetings.
• Assist with tracking and driving the completion of key deliverables. Follow‑up on outstanding issues.
• Coordinate all travel logistics and ensure that Executive and the receiving parties are up to speed on changing itineraries.
• Proactively solicit agendas, attendee lists, and organize attendee preparation when needed.
• Create, manage, and finalize, all steps in the PR/PO process.
• Organize, prepare, and track expense reports using Concur for multiple Executives.
• Handle professional communications, including incoming emails, calls, and mail.
• Assist with formatting, editing, and consolidation of presentations and other MS Office documents.
• Be responsive to emails/texts/phone calls, with some contact occurring outside regular business hours.
• Participate in the planning of special events, which could include sourcing locations, negotiating hotel/venue rates, coordinating travel, planning, and managing activities for offsite, meals, managing RSVP’s, etc.
• Coordinate audio/visual and IT needs for onsite, offsite, and video conference meetings, as needed.
• Other tasks as assigned.

• 5+ years of experience supporting Executives.
• Ability to work onsite up to 5 days a week.
• Demonstrate a polished, professional, articulate, and can‑do attitude.
• Excellent written and verbal communication, with the ability to communicate confidently and tactfully at all levels, both internally and externally.
• Meticulous organization and planning skills. Sharp attention to detail.
• Able to easily manage ever‑changing schedules and competing priorities with grace.
• Strong sense of urgency. Ability to shift gears quickly and prioritize tasks as necessary.
• Able to anticipate needs before they arise and solve problems effectively.
• Demonstrated ability to exercise good judgement, discretion, and confidentiality in all tasks.
• Exceptional technology skills with a passion for continuous improvement and streamlining.
• Sound sense of judgment and intuition on matters that require quick decision‑making, specifically prioritizing tasks, and multitasking.
• Ability to flex with business needs and work outside of regular business hours as needed.
• Adept in PowerPoint, Excel, Word, Outlook, and IT/tech savvy.
• Current Notary certification is a plus.
• Occasional overnight travel by land and/or air may be required to attend seminars, conferences, or client meetings.

This role is a full‑time position operating on a Monday through Friday schedule. Must have the ability to work overtime and weekends if needed.

We offer competitive…