Executive Assistant - Technology

ImmunityBio, Inc.•El Segundo, CA

2d•$52 - $57•Onsite

About The Position

The Executive Assistant will assist the Chief Technology Officer and their direct reports by performing high-level administrative work. The role will navigate the executive calendars to support prioritization of business needs and travel planning; and will serve as a liaison with internal and external stakeholders while maintaining confidentiality.

Requirements

High School diploma required, Bachelor’s Degree in Business Administration or related field preferred.
8+ years’ professional experience as an Executive Assistant.
Prior experience working with confidential or sensitive information, preferably in the medical or pharmaceutical industry, is required.
Experience documenting and maintaining standard operating procedures for administrative processes required
Ability to thrive in a fast-paced and highly matrixed biopharmaceutical environment that requires adaptability, initiative, and seamless collaboration across technical, operational, and corporate functions.
Ability to consistently exercise sound judgment, professionalism, and discretion while handling confidential information, managing sensitive communications, and representing the CTO and TechOps with poise to internal and external stakeholder.
Ability to maintain proprietary, trade secret and confidential information.
Strong organization and planning skills.
Strong knowledge of standard productivity software tools (e.g. MS Office suite, especially Excel & PowerPoint).
Budgeting and basic finance knowledge.
Exceptional written and verbal communication skills, with the ability to craft clear, concise, and professional correspondence and presentations.
Positive attitude.
Proactive, resourceful, efficient, energetic, and a genuine desire to work well with people.
Strong attention to detail.
Ability to effectively prioritize and multi-task under limited direction, and ability to shift priorities quickly while working under tight timelines
Strong problem-solving skills and ability to anticipate needs and proactively address issues.
Able to work with senior leaders and stakeholders at all levels, internally and externally with ease and minimal direction.
Familiarity with collaboration tools (e.g., MS Teams, Zoom, OneDrive or similar) and basic virtual event support.

Nice To Haves

Bachelor’s Degree in Business Administration or related field preferred.

Responsibilities

Coordinate a variety of travel, meetings, and other calendar appointments, requiring interaction with both internal and external contacts.
Anticipate the executive’s needs and prepare required materials for conferences, meetings, calls, and various appointments.
Process all invoices to ensure timely and accurate payments.
Track contracts through negotiation, approval, distribution, and execution process including the required follow-ups with legal, finance, and supply chain as needed.
Assist in managing calendar in Outlook, manage contacts lists and send invitations.
Schedule meetings, prepare agendas, and record and distribute meeting minutes.
Provide coordination for Technology projects and activities, track progress to milestones/deadlines and follow up on deliverables.
Screen and draft internal and external correspondence, emails, memos, and reports.
Prepare and submit expense reports and reimbursements.
Represent the executive and exchange sensitive information with key company contacts including regulatory agencies, advisory boards, clients and other external business constituents.
Maintain and track the department budgets.
Support preparation of presentations and materials for internal and external meeting.
Identify and implement process improvements for administrative workflows and department operations.
May provide guidance or coordination support to other administrative staff supporting TechOps.
Document and maintain standard operating procedures (SOPs) of administrative processes.
Performs ad-hoc and cross-functional duties and/or projects as assigned to support business needs and provide developmental opportunities.

Benefits

Medical, Dental and Vision Plan Options
Health and Financial Wellness Programs
Employer Assistance Program (EAP)
Company Paid and Voluntary Life/AD&D, Short-Term and Long-Term Disability
Healthcare and Dependent Care Flexible Spending Accounts
401(k) Retirement Plan with Company Match
529 Education Savings Program
Voluntary Legal Services, Identity Theft Protection, Pet Insurance and Employee Discounts, Rewards and Perks
Paid Time Off (PTO) includes: 11 Holidays
Exempt Employees are eligible for Unlimited PTO
Non-Exempt Employees are eligible for 10 Vacation Days, 56 Hours of Health Pay, 2 Personal Days and 1 Cultural Day