Sr. Executive Assistant

GondolaBio Service Co • Palo Alto/Hybrid, CA

1d • Hybrid

About The Position

GondolaBio is seeking a proactive, detail-oriented Senior Executive Assistant to provide advanced administrative support to senior executives and team members in a fast-paced environment. The role serves as a liaison between the executive and internal and external stakeholders, supports effective communication across departments, and helps optimize the executive’s time and priorities. It requires discretion, professionalism, and the ability to manage complex tasks with minimal supervision.

The position is based in Palo Alto, California, and is primarily in-office, with the ability to work from home 1–2 days per week. The person hired should be able to work onsite in Palo Alto 3–5 days per week or as needed, and travel to the San Francisco office as needed. Occasional travel and after-hours availability for meetings or urgent tasks may be required.

Requirements

• Bachelor’s degree or equivalent professional experience.
• Minimum of 7–10 years of experience in a senior administrative or executive assistant role.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Proficiency with video conferencing tools such as Zoom and Teams, and office management software.
• Exceptional organizational and time-management skills, including the ability to manage multiple priorities, meet deadlines, and operate in an interruption-driven environment.
• Strong written and verbal communication skills, including the ability to draft professional documents and correspondence.
• Ability to handle sensitive and confidential information with discretion and professionalism.
• Proactive, resourceful, and adaptable, with strong attention to detail.
• Ability to work independently and in a team environment with minimal supervision.
• Strong interpersonal skills and ability to interact effectively with people at all levels of the organization.
• Ability to work onsite in Palo Alto, California, 3–5 days per week or as needed.
• Ability to travel to the San Francisco, California office as needed.
• Occasional travel and after-hours availability for meetings or urgent tasks may be required.

Nice To Haves

• Experience supporting C-suite executives.
• Working knowledge of the SVB T&E expense and booking platform.

Responsibilities

• Provide comprehensive administrative support to senior executives, including calendar management, meeting coordination, travel arrangements, and executive communications.
• Anticipate executive needs and prioritize work to optimize the executive’s time.
• Handle confidential information and sensitive materials with discretion.
• Act as a point of contact for internal and external stakeholders on behalf of the executive.
• Screen and direct phone calls, emails, and other communications, ensuring timely responses and follow-ups.
• Prepare and draft correspondence, reports, presentations, and other documents.
• Organize high-level meetings, conferences, and events, including scheduling, logistics, and materials preparation.
• Attend meetings as required and ensure follow-up on assigned action items.
• Coordinate complex travel itineraries and related logistics.
• Assist with key projects and initiatives, tracking timelines, deadlines, deliverables, and potential issues.
• Collaborate with other departments to support efficient daily operations.
• Support the executive with special projects, presentations, and ad hoc tasks.
• Support the Senior Executive Administrator to the President with ad hoc projects.
• Partner with the executive to prioritize objectives and align them with organizational goals.
• Assist with decision-making processes, research, and data analysis when needed.

Benefits

• Patient Days to hear directly from people living with the conditions the company aims to impact.
• Access to learning and development resources.
• Market-competitive compensation and benefits package, including health, welfare, and retirement programs.
• Flexible PTO.
• Potential to work on multiple GondolaBio programs across multiple therapeutic areas.
• Partnerships with leading institutions.
• Commitment to Diversity, Equity & Inclusion.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior