Executive Assistant

What You'll Do

We are seeking an experienced Executive Assistant to provide high-level strategic, operational, and administrative support to the SVP of Sales & Marketing, as well as coordination support for the teams reporting to this function. This role combines executive support with strong organizational and communication skills, ensuring seamless operations and alignment across key Sales, Marketing, and cross-functional priorities.

The ideal candidate is proactive, highly organized, and detail-oriented, with exceptional communication and relationship-building abilities. They will manage complex calendars, meetings, event planning, budget, communications, and deliverables, while coordinating initiatives that enhance team effectiveness, support strategic priorities, and drive overall business performance.

Responsibilities

• Manage the SVP’s complex calendar by prioritizing meetings, resolving conflicts, and ensuring alignment with strategic priorities
• Manage team calendars and meeting requests to support overall scheduling needs
• Coordinate domestic and international travel, prepare detailed itineraries, and manage expense reporting through Concur
• Prepare, proofread, and edit materials, presentations, and reports for executive and cross-functional meetings
• Manage and assist with event planning, sales meetings, and all key meetings within the Sales & Marketing function to ensure seamless execution and alignment.
• Track decisions, deliverables, and follow-ups to ensure accountability and timely execution
• Provide onboarding support for new vendors and agencies, ensuring they have the required access, documentation, and enablement materials
• Manage contracts, SOW submissions, and vendor onboarding; route agreements for review and approval in partnership with Legal and Finance
• Track and manage event and departmental budgets, ensuring financial accuracy and reporting transparency
• Coordinate with the hiring team to support the build-out of the Sales and Marketing organization
• Handle confidential information with professionalism, discretion, and sound judgment
• Serve as project manager for key Sales & Marketing initiatives, tracking timelines, deliverables, and cross-functional dependencies
• Partner with other Commercial administrative staff to maintain consistency, alignment, and coverage across departments

Where You'll Work

This hybrid position requires on-site presence three days a week (Tuesday- Thursday in SF and Palo Alto) to provide hands-on support, manage in-person meetings, and maintain a close connection with the executives and their teams.

Who You Are

• Bachelor’s degree preferred
• 5+ years of experience as an Executive Assistant or in a similar hybrid leadership-support role
• Experience in biotech, life sciences, or a fast-paced start-up environment strongly preferred
• Experience supporting a Commercial function
• Proven ability to manage multiple complex projects with minimal oversight
• Strong organizational, communication, and interpersonal skills
• A proactive, positive attitude and the ability to anticipate needs before they arise
• Highly detail-oriented, proactive, and able to anticipate needs and act independently
• Proficiency with Microsoft 365, SharePoint, Teams, Zoom, DocuSign, and project management tools
• AI proficiency, conference & large-scale event planning, Contract routing / PO / invoice processing, Budget management, and project management
• Ability to work across multiple office locations as needed