Executive Assistant, supporting Chief Financial Officer

Olema Oncology•San Francisco, CA

41d•$120,000 - $150,000•Hybrid

About The Position

Olema Oncology is a clinical-stage biopharmaceutical company focused on transforming the standard of care for patients with breast cancer. The company is undergoing a significant transformation into a fully integrated oncology company, with key data expected soon and a potential commercial launch on the horizon. Their lead product candidate, palazestrant, is a novel oral estrogen receptor antagonist and degrader in Phase 3 trials. A follow-on candidate, OP-3136, is a KAT6 inhibitor also in development. Olema Oncology is driven by a mission to develop better therapies and is seeking a passionate team dedicated to improving patient outcomes. They foster a culture of nimbleness, self-starting, and a pursuit of the extraordinary. This role is for an Executive Assistant to support the Chief Financial Officer (CFO) and approximately 4-6 senior leaders. It requires exceptional organizational skills, sound judgment, discretion, excellent communication, and the ability to manage multiple priorities in a fast-paced, collaborative environment. The Executive Assistant will provide seamless administrative support to the CFO leadership team, manage communications with internal and external parties (including investors and board members), and act as a trusted partner. The position is based in San Francisco, CA, requiring on-site presence four days per week.

Requirements

5+ years of experience supporting C-suite executives and senior leaders, including Vice Presidents and/or Senior Directors.
Experience working in the biotechnology or pharmaceutical industry required.
Advanced proficiency with Microsoft Office, including Outlook, Teams, Excel, and PowerPoint, as well as Zoom, Concur, and other business systems.
Exceptional organizational skills with strong attention to detail and the ability to manage complex calendars, meetings, travel, and logistics for multiple executives.
Excellent written and verbal communication skills, and strong interpersonal skills to interface with key stakeholders.
Strong judgment, problem-solving skills, and the ability to anticipate needs and proactively resolve issues.
Ability to handle confidential information with the highest level of discretion.
Positive, proactive, and resourceful with a strong sense of ownership and accountability.
Flexible and adaptable, with the ability to manage multiple priorities and shifting business needs.
Collaborative team player who builds strong relationships across functions and levels.
Calm, composed, and solutions-oriented under pressure.

Nice To Haves

Bachelor's degree strongly preferred.
Experience supporting investor relations activities strongly preferred.

Responsibilities

Provide day-to-day administrative support to the Chief Financial Officer (CFO) and approximately 4–6 senior leaders.
Manage complex calendars for multiple executives, balancing competing priorities and coordinating meetings across internal and external stakeholders, including with investors and other key external parties.
Coordinate meetings and events, including scheduling, conference room management, agendas, meeting materials, presentations, catering, and follow-up as needed.
Coordinate external investor and scientific events, including venues, travel, accommodation, meals and other activities as necessary to ensure success.
Arrange complex domestic and international travel, prepare detailed itineraries, and process expense reports through Concur.
Ensure executives are well prepared for internal and external meetings by coordinating materials, presentations, and other supporting documentation.
Serve as a primary point of contact for internal and external stakeholders, including members of the executive team, Board members, investors, consultants, business partners, and vendors.
Build strong partnerships with cross-functional teams to coordinate schedules, meetings, and other business activities.
Partner closely with the Executive Assistant team to coordinate executive schedules, share best practices, and provide coverage as needed.
Support leadership meetings, team meetings, offsites, executive visits, candidate interviews, and other special events.
Process purchase orders, onboard vendors, and manage invoices and other administrative activities.
Help maintain an organized, productive, and welcoming office environment, including conference room coordination and office support as needed.
Handle confidential and sensitive information with professionalism, discretion, and sound judgment.
Demonstrate flexibility in supporting changing business priorities and the evolving needs of the CFO's organization.