Executive Assistant Jobs

About The Position

Requirements

• Bachelor's degree preferred.
• At least 7 years of relevant experience, with demonstrated high-level administrative experience supporting senior executive leaders.
• Excellent verbal and written skills, including expert editing and proofreading.
• Superb detail orientation and the ability to manage multiple priorities simultaneously, adapt to changing needs, and work independently in a fast-paced environment.
• Proven ability to handle sensitive and confidential information with a high level of professionalism, flexibility, judgment, and tact.
• Demonstrated ability to cultivate trusted working relationships and gain the confidence of all levels of internal and external stakeholders.
• Advanced knowledge of Microsoft Office Suite and Google Workspace; comfort adopting new tools and technologies, including AI-assisted workflows.
• Ability to support and track complex, multi-stakeholder efforts and keep work moving across teams without being the decision-maker.

Nice To Haves

• Prior exposure to the oncology field and scientific research environments, enabling a deeper contextual understanding of PICI's mission and technical priorities.
• Experience supporting executives in public-facing, brand, or stakeholder engagement functions, including aligning executive messaging with organizational communications.
• Proven experience supporting or coordinating complex initiatives using structured frameworks; familiarity with project management tools and methods.
• Familiarity with relationship management workflows and the administrative coordination associated with strategic partnerships, fundraising, or revenue-generating activities.
• A baseline understanding of legal terminology, contract administration, or financial processes relevant to supporting executives in these functions.

Responsibilities

• Manage complex, high-volume calendars with strategic judgment, independently committing executive time based on a deep understanding of their priorities and the organizational context of each request.
• Coordinate travel arrangements, logistics, and associated preparations, ensuring executives are fully prepared for every engagement.
• Maintain and contribute to PICI's unified organizational calendar, ensuring all relevant internal, external, and site-related events for supported executives are accurately reflected and updated.
• Serve as a proactive, anticipatory partner to supported executives, identifying needs, flagging issues, and surfacing information before it becomes a problem.
• Support the preparation and logistics of high-level meetings, scientific convenings, workshops, and strategic gatherings, ensuring participants are prepared and follow-up is captured and communicated.
• Help supported executives stay on track with their corporate goals by coordinating readouts, prompting teams on deliverables, and helping ensure key updates are consolidated and communicated on time.
• Coordinate and track action items across executive portfolios, prompting relevant parties and flagging delays or risks to the Chief of Staff as needed.
• Serve as EA lead on one or more cross-functional organizational initiatives, owning meeting coordination, scheduling, action item tracking, and readout logistics across multiple workstreams and stakeholder groups.
• Act as a connective link across teams and functions, helping ensure coordination gaps are identified and surfaced promptly.
• Serve as the primary liaison to internal and external constituencies on behalf of supported executives; screen and triage correspondence, keeping executives and the Chief of Staff informed of matters requiring attention.
• Compose and edit correspondence, presentations, and documentation with a high degree of professionalism and accuracy.
• Contribute to the EA team's collective effectiveness by sharing best practices, supporting peer mentorship, and participating in the onboarding of new team members.
• Manage and reconcile expense reports and other financial administrative tasks.
• Provide backup support to other Executive Assistants as needed.

Benefits

• Health, dental, and vision insurance
• 403(b) with company match