Executive Assistant

Role Summary

Executive Assistant to provide high-level strategic, operational, and administrative support to the SVP, Sales & Marketing, with coordination support for teams reporting to this function. The role combines executive support with strong organizational and communication skills to ensure seamless operations and alignment across Sales, Marketing, and cross-functional priorities. The ideal candidate is proactive, highly organized, and detail-oriented, capable of managing complex calendars, meetings, event planning, communications, and deliverables, while supporting initiatives that enhance team effectiveness and drive business performance. This is a hybrid on-site role requiring presence three days a week (Tuesday–Thursday) in SF and Palo Alto.

Responsibilities

• Manage the SVP’s complex calendar by prioritizing meetings, resolving conflicts, and ensuring alignment with strategic priorities
• Manage team calendars and meeting requests to support overall scheduling needs
• Coordinate domestic and international travel, prepare detailed itineraries, and manage expense reporting
• Prepare, proofread, and edit materials, presentations, and reports for executive and cross-functional meetings
• Lead and manage event planning, sales meetings, and all key meetings within the Sales & Marketing function to ensure seamless execution and alignment
• Track decisions, deliverables, and follow-ups to ensure accountability and timely execution
• Provide onboarding support for new vendors and agencies, ensuring access, documentation, and enablement materials
• Serve as the primary liaison between the SVP and internal/external stakeholders
• Coordinate with the hiring team to support build-out of the Sales and Marketing organization
• Handle confidential information with professionalism, discretion, and sound judgment
• Partner with other Commercial administrative staff to maintain consistency, alignment, and coverage across departments

Qualifications

• Required: 5+ years of experience as an Executive Assistant or in a similar hybrid leadership-support role
• Preferred: Bachelor’s degree
• Preferred: Experience in biotech, life sciences, or a fast-paced startup environment
• Preferred: Experience supporting Sales and Marketing functions
• Required: Proven ability to manage multiple complex projects with minimal oversight
• Required: Strong organizational, communication, and interpersonal skills
• Required: Proactive, positive attitude with ability to anticipate needs
• Required: Highly detail-oriented and able to act independently
• Required: Proficiency with Microsoft 365, SharePoint, Teams, Zoom, DocuSign, and project management tools
• Required: Ability to work across multiple office locations as needed

Education

• Bachelor’s degree preferred

Skills

• Executive-level communication
• Calendar management and scheduling
• Travel coordination and expense management
• Event planning and cross-functional collaboration
• Confidentiality and professional discretion
• Relationship-building and stakeholder management
• Project management and attention to detail