Executive Administrator

Variant Bio•Seattle, WA

3d•$100,000 - $125,000•Onsite

About The Position

Variant Bio is seeking a highly skilled and proactive Executive Administrator to serve as the right hand to our senior leadership team. This is a high-impact role suited for a seasoned professional who thrives in fast-moving, ambiguous environments — ideally with direct experience supporting C-suite executives at an early-stage biotech, life sciences, or venture-backed company. Given the dynamic nature of a startup environment, this role requires the ability to seamlessly handle a variety of responsibilities ranging from day-to-day office administration to interacting with investors and other key stakeholders with the highest level of professionalism and discretion.

Requirements

5+ years of experience supporting C-suite or senior executives (CEO, COO, CSO, or equivalent).
Demonstrated ability to operate with high autonomy in fast-paced, resource-constrained environments.
Exceptional organizational skills; able to manage multiple priorities and shifting timelines.
Impeccable attention to detail; you catch what others miss – a typo in the board deck or missing information on a calendar invite – before anyone else does.
Strong instinct for anticipating problems before they surface: you think three steps ahead, identify risk early, and have a plan ready before anyone knows one was needed.
Outstanding written and verbal communication skills; polished and professional in all settings.
High emotional intelligence and sound judgment – you know when to act and when to ask.
Proficiency with modern productivity tools (Google Workspace, Slack, AI tools, etc.).
Track record of building trust quickly and maintaining strict confidentiality.
Ability to be onsite in the Seattle office five days a week.

Nice To Haves

Experience at an early-stage biotech, life sciences, or clinical-stage company.
Background supporting executives in a venture capital or private equity firm or VC-backed portfolio company.
Familiarity with board governance, investor relations, and fundraising processes.
Experience standing up administrative or operational functions from scratch in a scaling organization.

Responsibilities

Own and actively manage complex, multi-time-zone calendars for multiple C-suite executives, exercising sound judgment on prioritization and scheduling conflicts.
Coordinate and prepare executives for internal and external meetings, board sessions, investor calls, and speaking engagements.
Draft, review, and manage high-stakes correspondence on behalf of leadership.
Anticipate executive needs and act with autonomy to keep priorities on track.
Track and drive completion of key deliverables and action items across functions.
Manage special projects from inception through execution, often operating across teams and without direct authority.
Synthesize information and prepare briefing documents, executive summaries, and presentations.
Identify operational inefficiencies and implement scalable processes and systems.
Oversee day-to-day office operations, including ordering and maintaining office and kitchen supplies and ensuring shared spaces remain clean, organized, and well-stocked.
Build and maintain strong relationships – internal and external – at all levels; represent leadership with professionalism and discretion.
Manage investor and board logistics and coordination for board meetings.
Plan and coordinate complex domestic and international travel arrangements, including itineraries, visas, and contingency planning.
Manage expense reporting and reconciliation with accuracy and timeliness.
Organize, manage, and execute company events including weekly team lunches, off-sites, and board meetings end-to-end.