Senior Executive Assistant

PacBio•Menlo Park, CA

3d•Onsite

About The Position

Senior Executive Assistant to the COO Position Summary The Senior Executive Assistant provides high-level, strategic administrative support to the Chief Operating Officer (COO) and plays a critical role in supporting the broader Research & Development (R&D) and Operations organizations. This position is essential to optimizing executive effectiveness, managing complex priorities, and ensuring seamless coordination across senior leadership, cross-functional teams, and external stakeholders. The ideal candidate is proactive, highly organized, discreet, and thrives in a fast-paced, dynamic environment.

Requirements

5+ years of experience supporting C-level or senior executives, preferably within technology, manufacturing, or life sciences industries
Exceptional time management, organizational, and prioritization skills
Strong interpersonal skills with the ability to build trust and credibility at all levels, including senior leadership and cross-functional partners
Excellent verbal and written communication skills
Proven ability to manage multiple priorities and projects simultaneously in a fast-paced environment
Demonstrated problem-solving skills and sound judgment, with the ability to escalate issues appropriately
High attention to detail and commitment to accuracy
Ability to work independently with minimal supervision while remaining highly responsive; works with urgency
Resilient, adaptable, and willing to step in where needed to support team and business needs
Experience with expense management, complex travel coordination, and presentation development
Demonstrated track record of professional success and a positive, can-do attitude
Candidates must have current authorization to work in the United States without the need for present or future sponsorship.
Non-Field Based Employees are required to be onsite Monday-Thursday (Friday work from home). Depending on the role, some employees may be required to be 100% onsite.
You may be required from time to time to visit and work at PacBio locations and for such times as the Company considers necessary for the proper performance of your duties.
All listed tasks and responsibilities are deemed as essential functions to this position; however, business conditions may require reasonable accommodations for additional tasks and responsibilities.
All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, national origin, protected veteran status, or on the basis of disability, gender identity, and sexual orientation.

Nice To Haves

Bachelor’s degree or equivalent experience, preferred
Experience supporting complex organizations such as R&D, Operations, Engineering, or Manufacturing, preferred
Prior experience working with senior leadership teams and cross-functional stakeholders, strongly preferred

Responsibilities

Provide comprehensive executive administrative support to the COO, enabling focus on strategic priorities and operational excellence
Support the broader R&D and Operations leadership teams through coordination, scheduling, and administrative partnership as needed
Optimize executive workflows and proactively streamline schedules for maximum efficiency and impact
Manage highly dynamic calendars, serving as a trusted gatekeeper while balancing business priorities, sensitive matters, and urgent requests
Anticipate executive needs and proactively resolve scheduling conflicts and last-minute changes with professionalism and discretion
Prepare, coordinate, and support internal and external meetings, ensuring leaders are well-prepared and debriefed to maximize effectiveness
Partner closely with senior leaders and cross-functional stakeholders across R&D and Operations to facilitate communication and alignment
Plan and manage complex travel arrangements (domestic and international; commercial and private) and manage expense reporting
Maintain a strong understanding of business context, operational priorities, and R&D initiatives to provide informed, strategic support
Serve as a trusted liaison on behalf of the COO and leadership team, cultivating strong relationships across the organization
Collaborate with the broader Executive Assistant team on special projects, strategic initiatives, and coverage as needed
Assist with planning and execution of team and/or company events, executive offsites, and leadership retreats
Handle highly confidential information with the utmost discretion and integrity