Executive Assistant - Biotech

Responsibilities

• to operate as a core unit alongside the CEO and Chief of Staff. You will own inbox triage, complex calendar management, travel itineraries, and AI-driven briefing packets. Operating on a dedicated split-shift schedule, you will clean the inbox, resolve schedule conflicts, and prep briefing materials asynchronously so the CEO starts every morning ready to execute.
• Perform daily inbox triage into designated categories. Draft professional replies and declines in your own name on the CEO's behalf, ensuring no unapproved messages go out under the CEO's name.
• Manage complex, high-volume Google Calendars using strict precedence rules. Ensure 25- and 50-minute meeting defaults, lock in required prep blocks alongside external pitches, and enforce zero scheduling inside travel/event days.
• Heavily leverage AI tools (Claude, CRM/Notion automations) to build background briefs on upcoming meetings, summarize call recordings, extract action items, and perform research on networking/fundraising opportunities.
• Ensure every task and verbal commitment made in calls or voice memos gets logged into Notion with an assignee and due date—never letting requests live solely in Slack or text.

Requirements

• You actively use Claude or ChatGPT daily to write, summarize, analyze, and structure information rapidly.
• 2+ years as a Virtual Assistant or Remote EA supporting C-suite executives in fast-growth startup environments.

End-to-End Travel Logistics

• Research and book seamless travel and logistics, including managing schedule shifts during international work trips (e.g., cross-timezone adjustments).
• Operating Model & Working Hours

5+3 Split Shift Schedule

5 hours of live overlap (10:00 AM – 3:00 PM Pacific Time) for real-time communication, plus 3 hours of flexible async work in the early morning to clear inboxes and prepare daily briefings before the CEO's day starts.

Time Zone Flexibility

Ability to adapt support during periodic international leadership travel across major time zone differences.

Systems & Process Driven

You love working inside structured operating systems (Notion databases, written rules) and appreciate documented playbooks.

Proactive & Anticipatory

You spot double-bookings, missing prep blocks, or unconfirmed calls before anyone else notices.

Exceptional Written English

You draft clear, warm, and highly professional emails and declines that sound like a natural extension of the leadership team.

Google Workspace

Advanced Gmail, Google Calendar delegate access, Drive, Docs.

Notion

Database views, task tracking, and database management.

Slack & CRM

Async messaging, Attio CRM record management.

AI Assistants

Advanced prompting skills in Claude or ChatGPT.

Discretion

• Absolute confidentiality regarding investor terms, clinical/biotech context, and sensitive information.
• U.S. based biotech company | Pacific Standard Time (PST) Alignment / 5+3 Split Shift | Full-time (40 hours per week)