ARS Pharmaceuticals is a fast-growing, innovative company dedicated to transforming the treatment of severe allergic reactions with neffy®, the first and only FDA-approved needle-free epinephrine product. If you’re motivated to make a meaningful impact, this is your opportunity to join a collaborative, entrepreneurial, and inclusive culture.
JOB SUMMARY:
The Executive Assistant provides high-level, confidential administrative and operational support to the Chief Executive Officer, while also delivering strategic administrative support to members of the Executive Leadership Team (ELT) as needed. Serving as an extension of the CEO office, this role acts as a primary liaison between executive leadership, the Board of Directors, cross-functional teams, and key external stakeholders in a fast-paced corporate environment. This role is a hybrid work environment requiring an onsite presence at our Corporate Office in the Carmel Valley area of San Diego.
ESSENTIAL DUTIES & RESPONSIBILITIES:
Executive Support & Calendar Management:
- Manage and optimize the CEO’s complex, rapidly changing calendar, anticipating scheduling conflicts and prioritizing high-impact commitments.
- Provide targeted calendar, travel, and administrative support to designated C-suite/ELT members as needed.
- Direct end-to-end travel arrangements (domestic/international), ground transportation, detailed itineraries, and expense reporting.
- Serve as strategic gatekeeper, prioritizing incoming requests, mail, and communications to protect executive time and focus.
Board of Directors & Leadership Support:
- Coordinate Board and Committee meetings, including calendar management, site logistics, catering, and secure material distribution.
- Draft, format, and assemble board decks, governance documents, meeting agendas, and official minutes.
- Track executive action items following Board and ELT meetings to ensure timely cross-functional execution.
Special Projects & Executive Operations
- Plan and execute C-suite offsites, corporate all-hands meetings, investor event logistics, and key company-wide functions.
- Assist with logistics and scheduling for quarterly earnings calls, investor conferences, and high-level partner meetings.
- Review and process invoices, vendor agreements, and purchase orders (POs) for the executive department.
- Maintain highly confidential company records, files, and contracts with absolute discretion.
EDUCATION AND EXPERIENCE:
- Experience: 8–10+ years of administrative support experience, with at least 5 years supporting C-level executives (CEO preferred) in the biotechnology, pharmaceutical, or life sciences industry.
- Bachelor’s degree in business administration preferred
- Experience developing organizational systems, workflows, and process improvements
- Proficient in executive administration, calendar management, travel coordination, meeting planning, and executive support
- Strong organizational skills, attention to detail, and ability to manage multiple priorities
- Proficiency with Microsoft (Outlook, Word, Excel, PowerPoint), SharePoint, and other cloud collaboration tools. (MS Teams/Zoom)
KNOWLEDGE, SKILLS, AND ABILITIES:
- Anticipate executive needs, remove administrative obstacles, and support effective decision-making
- Ability to thrive in a fast-paced, high-growth environment
- Strong project management and collaboration skills
- Exceptional organization, time management, and prioritization skills
- Ability to influence, coordinate, and drive accountability across teams
- Excellent written and verbal communication skills
- Ability to function independently and under pressure
- Familiarity with Concur or other types of expense software for travel and expense reporting
- High level of integrity and ability to appropriately manage sensitive, confidential information
- Ability to learn quickly, flexibility, enthusiasm, and a proactive approach to departmental support
This position is also eligible for Equity, 401k matching, and our excellent benefits package including 100% employer paid Medical, Dental & Vision for employees. View the full package here: ARS Careers Page
ARS Pharmaceuticals believes in Equal Opportunity for all and is committed to ensuring all individuals, including individuals with disabilities, have an opportunity to apply for those positions that they are interested in and qualify for without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristic. ARS Pharmaceuticals is also committed to providing reasonable accommodation to qualified individuals so that an individual can perform their job-related duties. If you are interested in applying for an employment opportunity and require special assistance or an accommodation to apply due to a disability, please contact us at [email protected]
The position will be posted until a final candidate is selected for the requisition or the requisition has a sufficient number of applications.
Skills Required
- 8-10+ years of administrative support experience
- At least 5 years supporting C-level executives (CEO preferred) in biotechnology, pharmaceutical, or life sciences
- Bachelor's degree in Business Administration
- Experience developing organizational systems, workflows, and process improvements
- Proficient in executive administration, calendar management, travel coordination, meeting planning, and executive support
- Strong organizational skills, attention to detail, and ability to manage multiple priorities
- Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, SharePoint, MS Teams, and Zoom
- Familiarity with Concur or other expense software for travel and expense reporting
- Ability to maintain confidentiality and manage sensitive information with discretion
- Experience planning and executing C-suite offsites, all-hands, investor event logistics, and Board meetings
What We Do
Our mission at ARS Pharmaceuticals is to provide at-risk patients and their families better protection from severe allergic reactions. We are developing a product that patients and their caregivers can use without anxiety or hesitation, confident in the effectiveness of the both product and the ability to administer it. We are developing ARS-1, a novel intranasal epinephrine spray with a unique absorption technology that could be easy-to-use, convenient and more reliable for patients and loved ones at-risk of severe allergic reactions to food, medications and insect bites that could lead to life-threatening anaphylaxis
