Executive Assistant

Aston Carter•South San Francisco, CA

10h•$38 - $48•Onsite

About The Position

We are seeking an experienced Executive Assistant & Office Operations Manager to provide high-level support to executives and the Board of Directors while overseeing the day-to-day operations of our South San Francisco office. This role is ideal for a seasoned executive assistant with over 3 years of experience, who brings polish, discretion, and sound judgment, along with a hands-on, 'no job is too small' mindset. You will be a trusted partner to leadership, a central point of coordination for board activities, and a steady presence ensuring the office runs smoothly and efficiently.

Requirements

Minimum of 3 years of experience as an Executive Assistant supporting executives.
Demonstrated experience working directly with Boards of Directors and executive leadership.
Experience managing office operations in a fast-paced environment.
Strong working knowledge of Google Workspace and Microsoft Office.
Excellent written and verbal communication skills.
Exceptionally organized with strong attention to detail and follow-through.
Discreet, trustworthy, and comfortable handling confidential information.

Nice To Haves

Experience in biotech, life sciences, or a high-growth startup strongly preferred.
Highly proactive, resourceful, and solutions-oriented.
Comfortable managing competing priorities and shifting deadlines.
Calm, professional, and polished in interactions with executives and board members.
Hands-on, team-first attitude—no task is too small.

Responsibilities

Provide direct administrative support to executives, including complex calendar management, meeting coordination, and scheduling across internal and external stakeholders.
Coordinate all logistics for Board of Directors and committee meetings, including scheduling meetings, managing board calendars, preparing and distributing agendas, presentations, and pre-reads, coordinating onsite and virtual board meetings, and managing follow-ups and action items.
Serve as a professional point of contact for board members, investors, and external partners.
Handle sensitive, confidential, and time-critical information with discretion and sound judgment.
Prepare executive briefing materials, slide decks, and leadership presentations.
Anticipate executive and board needs and proactively resolve logistical or administrative issues.
Own the day-to-day operations of the South San Francisco office, ensuring a well-organized, welcoming, and functional environment.
Manage office supplies, vendors, facilities requests, and service providers.
Coordinate office lunches, catering, and meeting logistics.
Serve as the onsite point person for employees’ office-related needs.
Support company events, leadership meetings, and offsites, including setup, coordination, and cleanup.
Identify opportunities to improve office processes, workflows, and operational efficiency.
Coordinate interview scheduling using Google Calendar.
Greet candidates and visitors onsite as needed.
Assist with onboarding logistics and first-day coordination.
Support document preparation and electronic signatures using DocuSign.
Maintain accurate administrative and organizational records.
Update organizational charts and presentations using PowerPoint.