Executive Assistant, Commercial

We seek a professional, action-oriented Executive Assistant to keep the Commercial Marketing and Operations business organized, on track, and moving forward. Candidates must possess strong communication skills, both written and oral, the ability to multi-task efficiently in a fast-paced environment, and the ability to work independently with initiative, discretion, and confidentiality. You will ensure that the Executive’s productivity is enhanced by managing calendars and schedules, including expense reports. You must be able to manage multiple high-priority assignments foster and maintain strong working relationships within all levels of the company and outside vendors and contacts. Your work will be completed with minimal supervision as assignments are of the highest quality, and follow-through is outstanding.

Responsibilities

• Provide administrative support to multiple Vice Presidents within the Commercial department
• Calendar & meeting management coordinate internal and external meetings, including staff meetings, executive briefings, all-hands meetings, QBR, and off-site meetings and events. Assist with food orders, meeting needs, and proactively manage calendar requests and conflicts
• Interview preparation, such as providing resumes and appropriate materials in a timely manner ahead of meetings and interviews
• Handle all travel (flight, hotel, car) arrangements for domestic and international travel
• Expense management duties, which include submitting expense reports and receipts in a timely manner
• Provide onboarding support for new hires, assist with cubicle assignments, equipment requests, onboarding meeting scheduling, and being a point of contact for new hire
• Provide onboarding support for new vendors and agencies when needed, ensuring they have the proper access and documents/enablement required to get them up and running
• Project work as necessary to support each team’s goals

• Bachelor’s degree preferred
• 5+ years of experience as an Executive Assistant or in a similar hybrid leadership-support role
• Experience supporting Sales and Marketing functions
• Proven ability to manage multiple complex projects with minimal oversight while consistently meeting deadlines
• A proactive, positive attitude and the ability to anticipate needs before they arise
• Highly detail-oriented, proactive, and able to anticipate needs and act independently
• Proficiency with Microsoft 365, SharePoint, Teams, Zoom, DocuSign, and project management tools
• Able to multi-task and juggle multiple calendars, teams, and requests
• Ability to drive schedules and agendas with a more profound understanding of the context
• Solid teamwork and interpersonal skills, with a desire to offer suggestions and improvements; superior communication skills with the ability to work across all levels, internally and externally High level of confidentiality, discernment, and judgment
• Experience working with all levels of management, employees, vendors, and customers
• Ability to travel occasionally to provide support at events/conferences
• Experience in biotech, life sciences, or a fast-paced start-up environment strongly preferred

This hybrid position requires on-site presence three days a week (Tuesday- Thursday in SF and Palo Alto) to provide hands-on support, manage in-person meetings, and maintain close connection with the executives and their teams.