Executive Administrative Assistant (Business Development Support)

synergy•Dallas, TX

About The Position

Synergy Bioscience is seeking a reliable, proactive Executive Administrative Assistant to work directly for the CEO. The CEO frequently travels to meet potential clients and develop new business. During those absences, the assistant keeps the office running, serves as a trusted point of contact for clients and partners, and supports business development so client opportunities continue to move forward. The role calls for a dependable, discreet person who can work independently, exercise sound judgment, and recognize when an issue should be escalated. The assistant’s administrative work contributes to winning and retaining clients.

Requirements

At least 5 years of administrative support experience, including at least 2 years directly supporting a senior leader or executive.
Proven reliability and ability to work independently with little supervision, including managing responsibilities while the leader is away.
Experience communicating professionally and in a service-focused manner with clients or external business contacts.
Experience handling confidential information with discretion and integrity.
Ability to manage multiple priorities and deadlines in a fast-paced environment, using sound judgment about what to handle and what to escalate.
Strong organizational skills, including experience managing records, follow-ups, and administrative workflows.
Proficiency with Microsoft Office, including Outlook, Excel, Word, and PowerPoint, and experience with document management systems.
Excellent written and verbal communication skills and a polished, professional manner in person, by phone, and by email.
Eligibility to work in the United States.

Nice To Haves

Experience supporting business development, sales, or client relations, such as proposal preparation, lead tracking, and client meeting coordination.
Familiarity with CRM tools such as Salesforce, HubSpot, or similar.
Prior experience in a regulated life sciences setting, such as pharmaceuticals, biopharma, medical devices, contract research, or quality-controlled documentation environments.
Experience coordinating trade shows, conferences, or client events.

Responsibilities

Provide dedicated administrative support to the CEO, including calendar, email, travel, meetings, and follow-up management.
Anticipate the CEO’s needs, prepare briefing materials before meetings and client visits, and track action items through completion.
Coordinate complex travel arrangements, itineraries, and expense reports, including last-minute changes.
Serve as the main office point of contact while the CEO is away, handle routine matters independently, and promptly escalate urgent issues.
Send regular status updates, such as daily summaries, on client inquiries, office matters, and pending decisions.
Keep day-to-day office operations running smoothly and coordinate with internal teams, vendors, and service providers.
Respond professionally to inquiries from current and potential clients, collect their needs, and quickly route opportunities to the CEO.
Schedule and coordinate client calls, virtual meetings, site visits, and facility tours.
Assist with proposals, quotes, capability presentations, and client correspondence under the CEO’s direction.
Track leads, contacts, follow-ups, and proposal status in a CRM system or spreadsheet, keeping information accurate and current.
Coordinate confidentiality agreements (NDAs/CDAs) and other client documents for review and signature.
Support trade shows, conferences, and client events, including materials, registrations, and post-event follow-up.
Help ensure prospects receive timely, professional, and consistent client communications.
Maintain office records, filing systems, client files, and confidential administrative documentation.
Handle sensitive business, client, and pricing information discreetly and professionally.
Follow document control and record-keeping practices appropriate to a regulated life sciences environment.