Senior Executive Assistant

iBio, Inc.•San Diego, CA

31d•$112,231 - $148,771

About The Position

At iBio, Inc., the Senior Executive Assistant will provide high-level administrative support to the Executive Team and, when appropriate, extend support to other stakeholders. This position is essential to the effective operation of the executive team and to advancing broader organizational priorities. The Senior Executive Assistant manages complex calendars across time zones, coordinates meetings and events, prepares and organizes executive-level materials, manages the administration of contractual documents and data rooms, supports key initiatives and special projects by tracking milestones, preparing materials, and ensuring progress against timelines.

Requirements

Bachelor’s degree required (Business, Communications, or English preferred).
10+ years of executive-level administrative support, in biotech or pharma environment is required.
Proven track record supporting senior executives with complex, high-volume workloads and competing priorities.

Nice To Haves

Executive & Board Support: Demonstrated experience providing operational and administrative support to C-suite executives and the Boards of Directors, including meeting coordination, materials preparation, and communications management.
Project, Contract, and Event Management: Experience managing cross-functional initiatives, special projects, and contract lifecycles. Skilled in planning and executing corporate events, offsites, conferences, and executive meetings with professionalism and attention to detail.
Technical Skills: Strong command of Microsoft Office Suite, cloud-based collaboration tools (e.g., SharePoint, Teams), and virtual data room management. Able to leverage technology to streamline operations and maintain data integrity.
Communication & Interpersonal Skills: Exceptional written and verbal communication, including document preparation, editing, and professional correspondence. Able to liaise effectively with internal stakeholders, external partners, and senior leadership.
Organizational & Problem-Solving Abilities: Highly organized, proactive, and detail-oriented with the ability to anticipate executive needs, manage multiple priorities, and resolve issues decisively.
Confidentiality & Professionalism: Proven ability to handle sensitive and confidential information with integrity and discretion.
Flexibility & Agility: Availability to support executives during non-business hours as needed. Comfortable assisting with physical event setup, vendor coordination, or other ad-hoc operational tasks.
Personal Attributes: Collaborative, adaptable, and composed under pressure, with a solutions-oriented mindset and a commitment to operational excellence.

Responsibilities

Executive Calendar & Scheduling Management: Manage the executive team’s complex, dynamic calendars across multiple time zones, prioritizing meetings, resolving conflicts, and coordinating logistics including agendas, IT setup, and supporting materials.
Meeting, Event & Conference Coordination: Plan, organize, and execute internal and external meetings, corporate events, offsites, conferences, and celebrations. Oversee registrations, scheduling, deadlines, and logistics to ensure seamless execution.
Travel & Itinerary Management: Coordinate domestic and international travel, including flights, accommodations, ground transportation, and conference schedules, with proactive troubleshooting and flexibility for last-minute changes.
Project, Initiative & Contract Support: Support key initiatives, special projects, and cross-functional programs by tracking milestones, preparing materials, and ensuring timely completion. Oversee administration of contract lifecycle process in collaboration with CLO and cross-functional teams, ensuring compliance with organizational policies and legal requirements.
Data & Document Management: Manage virtual data rooms, ensuring secure document organization, controlled access, and data integrity. Prepare executive-level documents, presentations, and reports.
Executive, Board & Stakeholder Support: Provide operational and administrative support to the CEO & CSO, other executive leadership team members, and the Board of Directors, including meeting scheduling, communications, and materials preparation. Serve as a primary liaison to internal teams, external partners, and key stakeholders with professionalism and discretion.
Brand & Communications Management: Lead coordination between communication partners and internal stakeholders. Ensure content execution across communication channels aligns with iBio’s brand standards and organizational objectives.
Support the CFO and other department heads with administrative tasks as time permits.
Perform other responsibilities as required to support the CEO & CSO, and executive office.