Executive Assistant (C-Suite)

ADARx Pharmaceuticals Inc.•San Diego, CA

20h•$110,000 - $125,000•Onsite

About The Position

The Executive Assistant to the C-Suite provides high-level administrative and operational support to the Executive Leadership Team. This role requires exceptional organizational skills, discretion, and the ability to manage complex scheduling, communications, and priorities in a fast-paced pharmaceutical or biotechnology environment. The Executive Assistant serves as a key liaison across departments and with external stakeholders, ensuring efficient coordination of activities supporting clinical development, medical affairs, and executive initiatives.

Requirements

Bachelor’s degree required
Minimum 6+ years of executive administrative support experience, supporting senior leadership (VP, SVP, or C-suite).
Experience in biotechnology, pharmaceutical, healthcare, or life sciences industries strongly preferred.
Experience supporting complex calendars and coordinating cross-functional teams.
Familiarity with pharmaceutical or biotechnology company operations.
Experience coordinating large meetings, advisory boards, or scientific conferences.
Exceptional organizational and time management skills with strong attention to detail.
Ability to manage multiple priorities and adapt quickly in a fast-paced environment.
High level of professionalism and discretion when handling confidential information.
Strong written and verbal communication skills.
Advanced proficiency in Microsoft Office (Outlook, PowerPoint, Word, Excel) and virtual meeting platforms.
Ability to work independently while maintaining strong collaboration with cross-functional teams.
United States (Required)
As a condition of employment, you must successfully complete all post-offer, pre-employment requirements, including but not limited to a background check.

Nice To Haves

Master’s degree preferred.

Responsibilities

Provide high-level administrative and operational support to one or more C-suite executives.
Proactively manage the executive’s schedule, priorities, commitments, and day-to-day workflow.
Anticipate the executive’s needs and proactively identify and resolve scheduling, logistical, and administrative issues.
Serve as a professional and trusted point of contact for internal and external stakeholders.
Manage sensitive and confidential information with the highest level of discretion and judgment.
Monitor priorities and deadlines and ensure important commitments and follow-up items are addressed.
Manage complex, dynamic calendars, balancing internal meetings, external commitments, travel, and strategic priorities.
Schedule and coordinate executive leadership meetings, Board meetings, investor meetings, and other high-priority engagements.
Prepare meeting agendas, materials, presentations, and briefing documents as needed.
Attend select meetings to capture key decisions, action items, and follow-ups.
Track action items and ensure timely follow-through with appropriate stakeholders.
Resolve scheduling conflicts and reprioritize commitments as business needs change.
Coordinate complex domestic and international travel arrangements, including flights, hotels, ground transportation, and detailed itineraries.
Prepare comprehensive travel agendas and proactively manage changes or disruptions.
Coordinate visas, meeting logistics, and other travel requirements when applicable.
Prepare and reconcile executive expense reports in accordance with company policies.
Draft, edit, proofread, and coordinate executive correspondence, communications, presentations, and other materials.
Manage incoming and outgoing communications and appropriately prioritize matters requiring executive attention.
Coordinate communications with internal leaders, Board members, investors, partners, vendors, and other external stakeholders.
Exercise appropriate judgment regarding matters that should be handled independently versus escalated to the executive.
Support preparation and logistics for Board of Directors meetings, including scheduling, meeting materials, presentations, and follow-up.
Coordinate Executive Leadership Team meetings and other senior leadership forums.
Maintain calendars and key deadlines related to Board and executive activities.
Support preparation of presentations, briefing materials, and meeting books.
Maintain appropriate confidentiality regarding Board, executive, financial, personnel, and strategic information.