Executive Assistant - Biotech

Job description

We are hiring on behalf of an innovative, seed-stage biotech company building therapeutic and aesthetic solutions. We are seeking a dedicated **Virtual Executive Assistant (EA+)** to operate as a core unit alongside the CEO and Chief of Staff. You will own inbox triage, complex calendar management, travel itineraries, and AI-driven briefing packets. Operating on a dedicated split-shift schedule, you will clean the inbox, resolve schedule conflicts, and prep briefing materials asynchronously so the CEO starts every morning ready to execute. ### ### **What You’ll Do** - **Inbox & Triage Ownership:** Perform daily inbox triage into designated categories. Draft professional replies and declines in your own name on the CEO's behalf, ensuring no unapproved messages go out under the CEO's name. - **Calendar Management & Rules Enforcement:** Manage complex, high-volume Google Calendars using strict precedence rules. Ensure 25- and 50-minute meeting defaults, lock in required prep blocks alongside external pitches, and enforce zero scheduling inside travel/event days. - **AI-Native Briefings & Research:** Heavily leverage AI tools (Claude, CRM/Notion automations) to build background briefs on upcoming meetings, summarize call recordings, extract action items, and perform research on networking/fundraising opportunities. - **System-Based Task Capture:** Ensure every task and verbal commitment made in calls or voice memos gets logged into Notion with an assignee and due date—never letting requests live solely in Slack or text. - **End-to-End Travel Logistics:** Research and book seamless travel and logistics, including managing schedule shifts during international work trips (e.g., cross-timezone adjustments). ### ### **Operating Model & Working Hours** - **5+3 Split Shift Schedule:** 5 hours of live overlap (10:00 AM – 3:00 PM Pacific Time) for real-time communication, plus 3 hours of flexible async work in the early morning to clear inboxes and prepare daily briefings before the CEO's day starts. - **Time Zone Flexibility:** Ability to adapt support during periodic international leadership travel across major time zone differences. ### ### **Who You Are** - **AI-Fluent:** You actively use Claude or ChatGPT daily to write, summarize, analyze, and structure information rapidly. - **Systems & Process Driven:** You love working inside structured operating systems (Notion databases, written rules) and appreciate documented playbooks. - **Proactive & Anticipatory:** You spot double-bookings, missing prep blocks, or unconfirmed calls before anyone else notices. - **Exceptional Written English:** You draft clear, warm, and highly professional emails and declines that sound like a natural extension of the leadership team. ### ### **Requirements** - **Experience:** 2+ years as a Virtual Assistant or Remote EA supporting C-suite executives in fast-growth startup environments. - **Platform Mastery:** - **Google Workspace:** Advanced Gmail, Google Calendar delegate access, Drive, Docs. - **Notion:** Database views, task tracking, and database management. - **Slack & CRM:** Async messaging, Attio CRM record management. - **AI Assistants:** Advanced prompting skills in Claude or ChatGPT. - **Discretion:** Absolute confidentiality regarding investor terms, clinical/biotech context, and sensitive information.