Executive Assistant

Responsibilities

Executive Support (CSO, CMO & other executives)

Manage complex, dynamic calendars across multiple time zones, prioritizing meetings, resolving conflicts, and protecting blocks for deep scientific work
Schedule internal and external meetings, scientific advisory boards, KOL meetings, and investor/partner calls
Serve as a primary point of contact and gatekeeper for executives, vetting requests and managing communications so leadership focus stays on high-impact priorities
Provide support to leadership team with deliverables for board meetings, leadership meetings, and scientific presentations
Process expense reports and manage purchasing/procurement requests
Serve as a liaison between science leadership and internal teams, external collaborators, and clinical partners

Travel, Conferences & Offsites

Coordinate end-to-end domestic and international travel: flights, accommodations, ground transportation, visas, and detailed itineraries
Own conference and scientific meeting logistics (e.g., ASCO, AACR): registration, abstract and presentation deadlines, booth and speaking schedules, travel blocks.
Plan and execute team offsites, virtual and in-person, including venue and vendor selection, agendas, group travel, budgets, and day-of run-of-show

Clinical Team Support

Provide administrative support to the broader clinical teams
Coordinate team meetings and cross-functional working sessions
Maintain and organize shared documents, SOPs, and team resources
Help manage vendor relationships and track contracts relevant to clinical operations

General Administration

Support scientific data and publication milestones, coordinating logistics and calendars around data readouts, conference embargoes, and disclosure timelines in partnership with Legal and Communications
Assist with planning company events, team celebrations, and clinical milestones
Partner with the CEO's Executive Assistant on cross-company coordination and culture initiatives
Support remote team engagement: coordinating in-person meetups, and keeping distributed teams connected
Anticipate needs and handle confidential clinical, scientific, and personnel information with the utmost discretion and professionalism in a fast-paced public company environment

Qualifications

Required

3+ years of experience as an Executive Assistant, preferably in biotech, pharma, or life sciences
Experience supporting multiple executives simultaneously
Exceptional organizational skills and attention to detail
Ability to manage competing priorities with poise in a fast-paced, evolving environment
Strong written and verbal communication skills
Proficiency with Google Workspace, Slack, and calendar/travel coordination tools
Discretion with confidential scientific, clinical, and business information
Comfortable working independently in a fully remote environment, with occasional travel to provide on-site logistical support at conferences, offsites, and team meetups
Preferred

Experience supporting C-level executives at a clinical-stage or newly public biotech
Experience planning conference presence and team offsites
Familiarity with clinical trial workflows, IRB processes, or medical/scientific terminology
Experience coordinating with CROs, clinical sites, or academic research partners
Background in or enthusiasm for oncology, nutrition science, or metabolism