Executive Assistant

Aston Carter • South San Francisco, CA

316d • $50 - $70

About The Position

The Executive Assistant will directly support the Chief Medical Officer (CMO) and the Leadership Team. The ideal candidate will be comfortable in a fast-paced mission-focused culture and is energetic and enjoys learning. This position will require strong attention to detail with the ability to understand big-picture needs and priorities, as well as exceptional communication skills, both written and verbal. The role requires a high degree of collaboration with the CMO, other Leadership Team executives and their team members across the organization. This position will coordinate and support the CMO’s participation in scientific meetings, healthcare conferences and investor/banking meetings, participate in the local Site Team and event planning and assist with other corporate events. This role is ultimately responsible for ensuring the CMO and the Leadership Team are operating as effectively and efficiently as possible and requires a candidate capable of prioritizing workflow, maintaining strict confidentiality, and who consistently operates with the highest degree of professionalism in representing the office of the CMO.

Requirements

• 7+ years of experience required.
• Experience coming from Biotech.
• Experience with Microsoft Office Suite.
• Experience with Catering orders for the company.

Nice To Haves

• Having experience to upload Excel and Powerpoint into a teleconference room.

Responsibilities

• Actively manage executive calendars to ensure the highest priorities are getting the appropriate attention and that important details are well-managed.
• Plan and manage all details of executive business travel and logistics and expense reimbursement as requested.
• Be the CMO’s right hand to ensure the executive is fully prepared for meetings, and ensures appropriate meeting follow up.
• Partner with the Legal Team to execute and track non-disclosure agreements and contracts as required.
• Participate with the San Diego site team and participate in site event planning and management.
• Create or enhance processes for the team and broader organization, as requested.
• Assist in the preparation of Board materials, All Hands meeting materials, and other materials of executive importance, as needed.
• Handle sensitive and confidential information with the utmost care.
• Represent the Office of the CMO with professionalism, flexibility, and composure.
• Support functional and governance meeting and calendaring, as needed.
• Work collaboratively with other executive assistants and facilities team members.
• Travel with the team to important industry meetings to coordinate the venue for the team.
• Keep track of important consulting forms.
• Coordinate meetings with investigators.
• Keep track of travel related expenses and expense reports.

Benefits

• Medical, dental & vision.
• Critical Illness, Accident, and Hospital.
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available.
• Life Insurance (Voluntary Life & AD&D for the employee and dependents).
• Short and long-term disability.
• Health Spending Account (HSA).
• Transportation benefits.
• Employee Assistance Program.
• Time Off/Leave (PTO, Vacation or Sick Leave).

What This Job Offers

• Job Type: Full-time