Executive Assistant - Biotech

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.