Executive Assistant, Biotech Senior Leaders

ARAVAS INC•Langhorne, PA

32d•$38 - $45•Hybrid

About The Position

This role serves as the primary administrative partner to the Chief Financial and Operating Officer and Chief Medical Officer, with additional support to the EVP Global Medical Affairs, EVP Global Technical Operations, EVP Regulatory Affairs, and SVP Quality Assurance. The Executive Assistant is a trusted member of the organization who operates with a high degree of discretion and professionalism. This is a fast-paced role that requires someone who can anticipate needs and manage competing priorities.

Requirements

5+ years of experience in an executive assistant or senior administrative role, with demonstrated experience supporting multiple senior leaders simultaneously
Experience within a start-up, fast paced environment required; biotech or pharma experience preferred
Strong calendar management skills with proven ability to prioritize and manage complex, shifting schedules across time zones
Experience coordinating domestic and international travel and processing expense reports
Exceptional organizational skills and attention to detail
Strong written and verbal communication skills; professional and polished in all interactions
High degree of discretion and integrity when handling sensitive or confidential information
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and SharePoint; familiarity with expense and travel management platforms a plus
Self-starter with the ability to manage competing priorities independently in a fast-paced, dynamic environment
Collaborative, service-oriented mindset with a strong sense of initiative

Nice To Haves

biotech or pharma experience preferred

Responsibilities

Manage calendar, including prioritization, scheduling, and coordination across time zones and stakeholders
Arrange detailed domestic and international travel, including itineraries, logistics, and pre-meeting materials
Help track action items, deadlines, and follow-ups across workstreams
Assist in preparing materials and logistics for internal and external meetings
Complete expense reporting and reconciliation
In coordination with the Office Manager, manage incoming and outgoing mail for Finance and Medical teams
Support administrative needs of the Finance and Medical team as directed
Serve as an operational partner to the EVP GMA, EVP GTO, EVP RA and SVP QA on executive priorities
Support with travel, expenses, and scheduling as needed
Serve as the primary administrative point of contact when CFO/COO, CMO, EVP GMA, EVP GTO, EVP RA, SVP QA and their teams are onsite, ensuring a smooth and professional experience
Coordinate onsite logistics including conference room reservations, catering, visitor access, and meeting materials
Support team meeting planning and offsites, including venue coordination, catering, AV setup, and agenda preparation
Assist with general office needs as they arise, including supply management, vendor coordination, and facilities liaison
Welcome and assist visitors, ensuring a professional and hospitable experience on behalf of the company
Handle sensitive and confidential information with absolute discretion
Build and maintain strong relationships with internal stakeholders
Take on special projects and assignments as directed, managing independently from conception to completion