Executive Assistant, Research

Calico•South San Francisco, CA

12h•$139,000 - $146,000•Onsite

About The Position

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support our Chief Scientific Officer (CSO), his lab, and members of the research organization. This role is critical to ensuring the CSO and the broader scientific organization can operate at peak efficiency. You’ll manage multiple calendars, coordinate logistics, track project deliverables, and act as a key liaison across departments and with external stakeholders. Success in this position requires agility, sound judgment, discretion, and a collaborative mindset.

Requirements

5 years’ experience with a BA degree preferred
Collaborative team player with a positive, service-oriented mindset and a passion for enabling impactful scientific work
Exceptional organizational and time management skills; able to manage multiple tasks and priorities efficiently
Excellent verbal and written communication skills, with attention to detail
Tech-savvy: proficient in Google Workspace, Microsoft Office, and comfortable learning new tools (e.g., Coupa, project management platforms)
Proactive, self-directed, and capable of anticipating needs and taking initiative in a dynamic, fast-paced environment
Must be willing to be onsite 5 days a week

Responsibilities

Manage and maintain multiple complex calendars with a high level of accuracy and discretion
Schedule and coordinate onsite meetings, including visits from external collaborators and executive-level candidates
Prepare agendas, capture meeting notes, and ensure timely follow-up on action items
Coordinate all domestic and international travel logistics (itineraries, accommodations, conferences), including processing expense reports in Coupa
Track deadlines and deliverables across multiple projects
Assist with the preparation, editing, and formatting of presentations and administrative documents
Drive team-level operations including staff meeting coordination and event planning
Serve as a key point of contact between the CSO and internal/external stakeholders, ensuring smooth information flow and follow-up
Maintain confidential information with a high degree of professionalism and discretion
Organize and manage digital filing systems for scientific and administrative records
Support planning and logistics for lab visits, offsites, and team events
Collaborate cross-functionally with HR, Finance, and Operations to support organizational initiatives and ensure alignment with company priorities
Assist with onboarding and coordination of new team members, consultants, and collaborators