Executive Assistant (C-Suite)

Essential Responsibilities

Executive Support

• Provide high-level administrative and operational support to one or more C-suite executives.
• Proactively manage the executive’s schedule, priorities, commitments, and day-to-day workflow.
• Anticipate the executive’s needs and proactively identify and resolve scheduling, logistical, and administrative issues.
• Serve as a professional and trusted point of contact for internal and external stakeholders.
• Manage sensitive and confidential information with the highest level of discretion and judgment.
• Monitor priorities and deadlines and ensure important commitments and follow-up items are addressed.
• Other duties as defined.

Meeting & Project Coordination

• Manage complex, dynamic calendars, balancing internal meetings, external commitments, travel, and strategic priorities.
• Schedule and coordinate executive leadership meetings, Board meetings, investor meetings, and other high-priority engagements.
• Prepare meeting agendas, materials, presentations, and briefing documents as needed.
• Attend select meetings to capture key decisions, action items, and follow-ups.
• Track action items and ensure timely follow-through with appropriate stakeholders.
• Resolve scheduling conflicts and reprioritize commitments as business needs change.

Travel & Expense Management

• Coordinate complex domestic and international travel arrangements, including flights, hotels, ground transportation, and detailed itineraries.
• Prepare comprehensive travel agendas and proactively manage changes or disruptions.
• Coordinate visas, meeting logistics, and other travel requirements when applicable.
• Prepare and reconcile executive expense reports in accordance with company policies.

Executive Communications & Correspondence

• Draft, edit, proofread, and coordinate executive correspondence, communications, presentations, and other materials.
• Manage incoming and outgoing communications and appropriately prioritize matters requiring executive attention.
• Coordinate communications with internal leaders, Board members, investors, partners, vendors, and other external stakeholders.
• Exercise appropriate judgment regarding matters that should be handled independently versus escalated to the executive.

Board & Leadership Support

• Support preparation and logistics for Board of Directors meetings, including scheduling, meeting materials, presentations, and follow-up.
• Coordinate Executive Leadership Team meetings and other senior leadership forums.
• Maintain calendars and key deadlines related to Board and executive activities.
• Support preparation of presentations, briefing materials, and meeting books.
• Maintain appropriate confidentiality regarding Board, executive, financial, personnel, and strategic information.

Qualifications

• Bachelor’s degree required, Master’s degree preferred.
• Minimum 6+ years of executive administrative support experience, supporting senior leadership (VP, SVP, or C-suite).
• Experience in biotechnology, pharmaceutical, healthcare, or life sciences industries strongly preferred.
• Experience supporting complex calendars and coordinating cross-functional teams.
• Familiarity with pharmaceutical or biotechnology company operations.
• Experience coordinating large meetings, advisory boards, or scientific conferences.

Required Key Attributes

• Exceptional organizational and time management skills with strong attention to detail.
• Ability to manage multiple priorities and adapt quickly in a fast-paced environment.
• High level of professionalism and discretion when handling confidential information.
• Strong written and verbal communication skills.
• Advanced proficiency in Microsoft Office (Outlook, PowerPoint, Word, Excel) and virtual meeting platforms.
• Ability to work independently while maintaining strong collaboration with cross-functional teams.