Executive Assistant

Role Summary

This position provides high-level, professional administrative support to Executive, SVP and VP level leadership in the commercial organization. The Executive Assistant will serve as a strategic partner and trusted liaison, ensuring the smooth execution of daily operations, complex scheduling, travel coordination, and confidential communications. This role requires exceptional organizational skills, professionalism, and discretion while representing the Commercial Office in interactions with internal and external stakeholders. The position also includes support for executive travel, client and leadership meetings, and the preparation of presentations and communications critical to Caris’ commercial success.

Responsibilities

• Provide comprehensive administrative support to the Chief Commercial Officer, managing a highly dynamic and confidential schedule across multiple business units and time zones.
• Coordinate and prepare executive meetings, including internal leadership sessions, client engagements, and cross-functional commercial reviews.
• Partner with Commercial leadership to create and edit meeting content, including PowerPoint presentations, briefing materials, and executive summaries for Sales, Marketing, Managed Care, and Billing initiatives.
• Attend/Travel to select internal and external meetings to capture detailed notes, track key action items, and ensure timely follow-up.
• Manage domestic and international travel arrangements for the CCO and accompanying team members, including flights, accommodations, and ground transportation; travel with the executive as needed to ensure seamless meeting execution and onsite coordination.
• Prepare, submit, and track expense reports and invoices; reconcile and monitor budgets related to Commercial travel and events.
• Coordinate the planning and logistics for Commercial team meetings, conferences, and client events, both on-site and off-site.
• Screen and prioritize incoming communications; draft and edit correspondence and other materials with accuracy, clarity, and adherence to Caris brand standards.
• Establish and maintain organized filing systems and ensure proper documentation of sensitive and confidential materials.
• Support cross-functional collaboration between Commercial leadership and other departments including Operations, Finance, Medical Affairs, and Corporate Communications.
• Assist with special projects, departmental initiatives, and executive communications as directed by the CCO.
• Provide back-up support to other senior executive assistants as needed.

Qualifications

• High school diploma or equivalent required; bachelor‚Äôs degree preferred.
• Minimum of 3 years of high-level executive support experience, with experience supporting a C-suite or VP-level executive.
• Demonstrated experience supporting commercial, sales, or marketing leadership in a corporate or life sciences environment.
• Highly proficient in Microsoft Office Suite (Outlook, PowerPoint, Word, Excel) and Adobe Acrobat; capable of creating polished and visually consistent presentation materials.
• Strong written and verbal communication skills, with proven ability to compose professional correspondence and executive communications.
• Demonstrated discretion and professionalism in handling sensitive, confidential information.
• Ability to manage multiple priorities under tight deadlines with strong attention to detail and accuracy.

Preferred Qualifications

• 10 years of executive assistant experience supporting senior commercial or C-suite executives.
• Experience in Sales, Marketing, or Managed Care environments, preferably within the healthcare or life sciences industry.
• Familiarity with CRM tools, analytics platforms, and marketing systems a plus.

Physical Demands

• May be required to lift office supplies weighing up to 25 pounds.
• Ability to sit for extended periods and perform repetitive motion (typing, data entry).
• Some crouching, bending, and standing may be required.
• Majority of work performed in an office or hybrid environment.

Other

• Willingness to work extended hours, evenings, weekends, and holidays as business needs require.
• Travel required, including occasional travel accompanying the Chief Commercial Officer for major client, conference, or leadership events.