Executive Assistant - Technology

Role Summary

The Executive Assistant will assist the Chief Technology Officer and their direct reports by performing high-level administrative work. The role will navigate the executive calendars to support prioritization of business needs and travel planning; and will serve as a liaison with internal and external stakeholders while maintaining confidentiality.

Responsibilities

• Coordinate a variety of travel, meetings, and other calendar appointments, requiring interaction with both internal and external contacts.
• Anticipate the executive’s needs and prepare required materials for conferences, meetings, calls, and various appointments.
• Process all invoices to ensure timely and accurate payments.
• Track contracts through negotiation, approval, distribution, and execution process including the required follow-ups with legal, finance, and supply chain as needed.
• Assist in managing calendar in Outlook, manage contacts lists and send invitations.
• Schedule meetings, prepare agendas, and record and distribute meeting minutes.
• Provide coordination for Technology projects and activities, track progress to milestones/deadlines and follow up on deliverables.
• Screen and draft internal and external correspondence, emails, memos, and reports.
• Prepare and submit expense reports and reimbursements.
• Represent the executive and exchange sensitive information with key company contacts including regulatory agencies, advisory boards, clients and other external business constituents.
• Maintain and track the department budgets.
• Support preparation of presentations and materials for internal and external meeting.
• Identify and implement process improvements for administrative workflows and department operations.
• May provide guidance or coordination support to other administrative staff supporting TechOps.
• Document and maintain standard operating procedures (SOPs) of administrative processes.
• Performs ad-hoc and cross-functional duties and/or projects as assigned to support business needs and provide developmental opportunities.

Qualifications

• Required: High School diploma; 8+ years’ professional experience as an Executive Assistant; prior experience working with confidential or sensitive information, preferably in the medical or pharmaceutical industry; experience documenting and maintaining standard operating procedures for administrative processes.
• Preferred: Bachelor’s Degree in Business Administration or related field.

Skills

• Ability to thrive in a fast-paced and highly matrixed biopharmaceutical environment that requires adaptability, initiative, and seamless collaboration across technical, operational, and corporate functions.
• Ability to consistently exercise sound judgment, professionalism, and discretion while handling confidential information, managing sensitive communications, and representing the CTO and TechOps with poise to internal and external stakeholders.
• Ability to maintain proprietary, trade secret and confidential information.
• Strong organization and planning skills.
• Strong knowledge of standard productivity software tools (e.g. MS Office suite, especially Excel & PowerPoint).
• Budgeting and basic finance knowledge.
• Exceptional written and verbal communication skills, with the ability to craft clear, concise, and professional correspondence and presentations.
• Positive attitude and proactive, resourceful, efficient, energetic approach to work.
• Strong attention to detail and ability to prioritize and multi-task under limited direction and tight timelines.
• Strong problem-solving skills and ability to anticipate needs and address issues proactively.
• Able to work with senior leaders and stakeholders at all levels, internally and externally with ease and minimal direction.
• Familiarity with collaboration tools (e.g., MS Teams, Zoom, OneDrive or similar) and basic virtual event support.

Education

• High School diploma required; Bachelor’s Degree in Business Administration or related field preferred.

Additional Requirements

• This position works on site in El Segundo, CA. Regular work schedule is Monday – Friday, within standard business hours. Flexibility is available with manager approval.