Executive Assistant

Avid Bioservices•Tustin, CA

16d•$93,600 - $117,000•Onsite

About The Position

As an Executive Assistant, you are a strategic partner to the Executive Committee (EC), enabling our executive leaders to operate at the highest level of impact, focus, and efficiency. You operate with precision, anticipation, and ownership - always two steps ahead - ensuring that time, information, and experiences are thoughtfully orchestrated. As an Executive Assistant to the Executive Committee, you typically support 2-4 executive leaders.

Requirements

5+ years of experience supporting C-suite or senior executive leadership
Demonstrated ability to manage complex, high-volume calendars and competing priorities
Advanced proficiency in Microsoft 365 (Outlook, Teams, Word, PowerPoint, Excel) and DocuSign
Exceptional written and verbal communication skills
High degree of integrity, discretion, and professional maturity
Proven ability to work independently, anticipate needs, and exercise sound judgment with minimal direction

Nice To Haves

Experience in a regulated industry (biopharma, CDMO, biotech, or similar) preferred

Responsibilities

Manage all travel logistics (flights, hotels, transportation, restaurants)
Own expense management including pre-review of direct report expenses, ensuring compliance and managing the executives expenses.
Manage purchase orders, vendors, and DocuSign workflows for the executives you support.
Draft, review, and route executive correspondence and communications on behalf of EC members
Triage executive inbox, flag priority items, and manage inbound requests with appropriate urgency and discretion
Support special projects and cross-functional initiatives as directed by EC members
Own complex calendars with a ‘nothing overlaps’ philosophy
Ensure buffers, travel time, and preparation time is blocked on the calendars.
Ensure agendas and pre-reads for key meetings are gathered, reviewed for relevance and shared with executives ahead of the meeting.
Prepare executives for key moments with appropriate pre-meetings and pre-reads (town halls, video recordings, presentations, media interviews)
Ensure all pre-reads and materials are ready and distributed in advance
Coordinate slides and talking points ready for executive to prepare on.
Track actions and follow-ups to completion
Build strong relationships with client-side assistants to enforce easy access to meetings and scheduling for the executives.
Gather pre-meeting insights on the specific client status from commercial, program management and operations prior to the executive stepping into any client meetings.
Ensure seamless client experience when visiting on site or having meetings with Avid – from they step in the door to them leaving us – including room checks, snacks, lunches, dinners, tours, equipment needed, forms and access, coffee, etc.
Coordinate logistics for on-site meetings, including clients, auditors and regulatory guests
Ensure recurring 1:1s between EC member and EC-1 at agreed upon cadence
Plan monthly employee connection sessions for the EC member
Schedule and coordinate Gemba walks monthly
Logistical planning of EC and ELF offsites
Manage EC and site-wide shared calendar
Support logistics (e.g. lunch orders) for Avid onboarding, company events, leadership offsites, and EC / EC-1 meetings where needed.
Plan Board meetings in calendars 12 months ahead
Manage Board material preparation timelines and ensure on-time delivery
Coordinate all Board-related logistics and prep-meetings
Maintain strict confidentiality in all matters involving personnel, compensation, business strategy, and Board affairs
Exercise sound judgment in determining what information to share, with whom, and in what format
Represent the Executive Committee with professionalism, poise, and sound judgment in all interactions