Executive Assistant

Role Summary

The Executive Assistant (EA) provides high-level administrative support to the executive leadership team at a public biotech firm. Key duties include managing complex calendars, coordinating domestic and international travel, handling confidential communications, and serving as a liaison with board members, investors and external stakeholders. The role requires discretion, strong project management, and the ability to work in a fast-paced, regulated environment to support executive focus and organizational efficiency. The EA oversees the Administrative Assistant, guides clerical matters, coordinates events and meetings, and prepares materials for executive and board meetings.

Responsibilities

• Manages and maintains executive schedules, including travel and conference attendance, appointments, and scheduling changes
• Acts as the point of contact among executives, employees, and external partners for the CEO and other executives
• Works with Investor Relations to schedule quarterly earnings calls/webcasts, investor meetings, and conference-related meetings
• Coordinates and executes events
• Manages information flow in a prompt and accurate manner
• Answers and directs communication to appropriate executives and parties, taking messages
• Greets visitors and determines access to appropriate parties
• Reads and analyzes submissions, letters, agendas, and memos, routing to appropriate person in a timely manner
• Prints reports and presentations
• Develops and uses historical information for retrieval of information
• Prepares and submits expenses for reimbursement
• Provides backup to the Administrative Assistant including front desk coverage as needed
• Maintains exemplary interpersonal relations
• Facilitates smooth administration of the business and leads administrative projects
• Other duties as needed

Qualifications

• Preferred: Bachelor’s degree
• Preferred: Professional certification or equivalent experience in working with senior-level executives
• Required: 10+ years of Executive Assistant experience supporting C-level executives in a biotech/life science or related industry
• Required: Advanced knowledge of Word, Excel, PowerPoint, Outlook, DocuSign, Adobe Acrobat, Teams, Zoom, and WebEx
• Required: Ability to exercise discretion and judgment regarding highly confidential communications and materials
• Required: Extreme attention to detail, strong organizational abilities, and ability to work independently on multiple projects
• Required: Ability to anticipate, identify, and resolve problems in a timely manner
• Required: Ability to research, analyze, summarize, and report information effectively
• Required: In-depth knowledge of company operations
• Required: Ability to multitask with professionalism and composure
• Required: Adaptability to changing needs and situations
• Required: Ability to exercise judgment within defined practices to obtain solutions
• Required: Ability to learn basic technical, scientific, and medical information as needed
• Required: Ability to make sound decisions and work independently as a proactive problem solver
• Required: Ability to perform under pressure in a high-paced environment where accuracy is essential
• Required: Ability to collaborate with all levels within the company to support interdepartmental teams

Education

• Bachelor’s degree preferred