Executive Assistant

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. Your Role:
As an Executive Assistant, you are a strategic partner to the Executive Committee (EC), enabling our executive leaders to operate at the highest level of impact, focus, and efficiency. You operate with precision, anticipation, and ownership - always two steps ahead - ensuring that time, information, and experiences are thoughtfully orchestrated.

As an Executive Assistant to the Executive Committee, you typically support 2-4 executive leaders.

Key Responsibilities:

• Manage all travel logistics (flights, hotels, transportation, restaurants)
• Own expense management including pre-review of direct report expenses, ensuring compliance and managing the executives expenses.
• Manage purchase orders, vendors, and Docu Sign workflows for the executives you support.
• Draft, review, and route executive correspondence and communications on behalf of EC members
• Triage executive inbox, flag priority items, and manage inbound requests with appropriate urgency and discretion
• Support special projects and cross-functional initiatives as directed by EC members

Calendar & Time Optimization

• Own complex calendars with a 'nothing overlaps' philosophy
• Ensure buffers, travel time, and preparation time is blocked on the calendars.
• Ensure agendas and pre-reads for key meetings are gathered, reviewed for relevance and shared with executives ahead of the meeting.
• Prepare executives for key moments with appropriate pre-meetings and pre-reads (town halls, video recordings, presentations, media interviews)

Meetings & Content

• Ensure all pre-reads and materials are ready and distributed in advance
• Coordinate slides and talking points ready for executive to prepare on.
• Track actions and follow-ups to completion

Clients

• Build strong relationships with client-side assistants to enforce easy access to meetings and scheduling for the executives.
• Gather pre-meeting insights on the specific client status from commercial, program management and operations prior to the executive stepping into any client meetings.
• Ensure seamless client experience when visiting on site or having meetings with Avid – from they step in the door to them leaving us – including room checks, snacks, lunches, dinners, tours, equipment needed, forms and access, coffee, etc.
• Coordinate logistics for on-site meetings, including clients, auditors and regulatory guests

Team & Employees

• Ensure recurring 1:1s between EC member and EC-1 at agreed upon cadence
• Plan monthly employee connection sessions for the EC member
• Schedule and coordinate Gemba walks monthly
• Logistical planning of EC and ELF offsites
• Manage EC and site-wide shared calendar
• Support logistics (e.g. lunch orders) for Avid onboarding, company events, leadership offsites, and EC / EC-1 meetings where needed.

Board Support

• Plan Board meetings in calendars 12 months ahead
• Manage Board material preparation timelines and ensure on-time delivery
• Coordinate all Board-related logistics and prep-meetings

Confidentiality & Professionalism

• Maintain strict confidentiality in all matters involving personnel, compensation, business strategy, and Board affairs
• Exercise sound judgment in determining what information to share, with whom, and in what format
• Represent the Executive Committee with professionalism, poise, and sound judgment in all interactions

Minimum Qualifications:

• 5+ years of experience supporting C-suite or senior executive leadership
• Demonstrated ability to manage complex, high-volume calendars and competing priorities
• Advanced proficiency in Microsoft 365 (Outlook, Teams, Word, PowerPoint, Excel) and Docu Sign
• Experience in a regulated industry (biopharma, CDMO, biotech, or similar) preferred
• Exceptional written and verbal communication skills
• High degree of integrity, discretion, and professional maturity
• Proven ability to work independently, anticipate needs, and exercise sound judgment with minimal direction

Position Type/Expected Hours…