Executive Assistant, CEO

Job purpose

As the Executive Assistant to the CEO, you will provide comprehensive executive-level administrative support. This role requires managing highly confidential and critical information, preparing materials for executive discussions, meetings, and Board of Directors presentations. You will engage with senior-level executives, Board members, investors, bankers, research analysts, collaborators, physician investigators, patient advocacy organizations, vendors, and visitors, exercising sound judgement within defined practices and policies.

The ideal candidate will have a high-level work ethic, be proactive, possess excellent organizational skills, a keen attention to detail and flexibility to manage a wide range of administrative and executive support tasks. This position requires a high degree of professionalism, discretion, and the ability to thrive in a fast-paced environment.

Responsibilities

• Deliver professional and high-level administrative support to the CEO, managing highly confidential information and sensitive contacts.
• Efficiently manage the CEO’s calendar with precision, prioritizing and resolving schedule conflicts. Organize and manage logistics for meetings, including scheduling, room preparation, catering, and technology setup.
• Arrange complex domestic and international travel itineraries and related meetings. Proactively manage pre-travel preparations, including agendas, necessary contacts, information, and other preparations. Handle expense reports timely and with accuracy.
• Prepare complex and professional presentations for a variety of internal and external meetings. Ensure all materials are prepared and organized for company meetings and assist in the creation of content as needed.
• Manage Board of Directors meetings, including agenda preparation, organizing board presentations, coordinating board travel and logistics, and overseeing budget management for off-site meetings and expense reporting.
• Lead and manage various special projects as assigned by the CEO. This includes conducting research, compiling data, and preparing reports and documents.
• Create and maintain organized files, records, contact lists, and databases to ensure the efficient operation of the CEO’s office. Implement and manage systems to improve efficiency and workflow.
• This role requires the employee to be onsite at our South San Francisco location 5 days per week. 

Qualifications

• Bachelor’s degree is preferred. 10+ years executive level administrative experience with at least 5+ years supporting a CEO and other senior leadership team members in the biotech industry.
• Direct experience interfacing with Board members, bankers, analysts and investors a plus.
• Proven ability to exercise discretion and confidentiality with sensitive company information.
• Strong sense of urgency and ownership, with the ability to thrive in a fast-paced and demanding environment.
• Exceptional organizational skills, with the ability to manage tight deadlines and handle multiple projects simultaneously.
• Excellent written and verbal communication skills, with the ability to effectively communicate and partner with all levels of the organization and external parties (e.g., board members, investors, partners, vendors). Proven ability to work well with various personalities.
• Advanced computer skills, including proficiency in PowerPoint, Excel, Word, Outlook, Access or other database applications, video conferencing tools (e.g., Zoom, Teams, WebEx), expense reporting systems (e.g., Concur), and contract management systems.