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 with the CEO. The role provides dedicated executive and administrative support, maintains office continuity while the CEO travels, and helps move client and business development opportunities forward. The successful candidate is dependable, discreet, comfortable working independently, and able to use sound judgment about when to handle matters and when to escalate them. The position includes managing the CEO’s calendar, email, travel, meetings, and follow-up; preparing briefing materials; coordinating client interactions and business development activities; and maintaining accurate records and confidential documentation. The assistant also supports day-to-day office operations, coordinates with internal teams and external service providers, and follows record-keeping practices appropriate to a regulated life sciences environment.

Requirements

At least 5 years of administrative support experience, including at least 2 years supporting a senior leader or executive directly.
Demonstrated reliability and ability to work independently with little supervision, including managing responsibilities while the leader is away.
Experience communicating professionally and with a service focus with clients or external business contacts.
Experience handling confidential information with discretion and integrity.
Ability to manage multiple priorities and meet 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, or 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 managing calendar, email, travel, meetings, and follow-up items.
Anticipate the CEO’s needs, prepare briefing materials for meetings and client visits, and track action items through completion.
Coordinate complex travel arrangements, itineraries, and expense reports, including last-minute changes.
Act as the main office point of contact while the CEO is away, handling routine matters independently and escalating urgent issues promptly.
Send regular status updates 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, gather their needs, and route opportunities to the CEO promptly.
Schedule and coordinate client calls, virtual meetings, site visits, and facility tours.
Help prepare 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 tracking spreadsheet, keeping information accurate and current.
Coordinate confidentiality agreements (NDAs/CDAs) and other client documents for review and signature.
Support logistics for trade shows, conferences, and client events, including materials, registrations, and post-event follow-up.
Help ensure prospects receive consistent, timely, and professional client communications.
Maintain office records, filing systems, client files, and confidential administrative documentation.
Handle sensitive business, client, and pricing information with discretion and professionalism.
Follow document-control and record-keeping practices appropriate to a regulated life sciences environment.