Executive Assistant to CEO & ELT

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