Job Details

Executive Administrative Assistant

We are seeking an Executive Administrative Assistant who will play a critical role in supporting leadership in a dynamic and mission-driven biotech environment. This position offers direct exposure to development leadership and involves managing complex schedules, coordinating travel arrangements, and handling high-level administrative tasks.

Responsibilities:

• Manage complex Outlook calendars for leaders, including scheduling internal and external meetings and coordinating logistics for visiting stakeholders.
• Coordinate domestic and international travel arrangements, including flights, hotels, itineraries, and related logistics.
• Prepare and process expense reports, reimbursements, and related documentation.
• Serve as a point of contact for communications, fielding phone calls, emails, and correspondence professionally.
• Collaborate across departments to support meetings, events, and organizational initiatives.
• Provide administrative backup support to other executive assistants as needed.
• Maintain confidentiality while handling sensitive business information.
• Assist with document preparation, presentations, and general administrative coordination.

Essential Skills:

• Bachelor's degree or equivalent combination of education and experience.
• Minimum of 1+ year supporting leaders in an administrative or executive assistant capacity.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Strong calendar management and travel coordination experience.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong organizational skills, attention to detail, and professionalism.
• Demonstrated ability to handle confidential information with discretion.

Additional Skills & Qualifications:

• Experience supporting VP, SVP, or executive leadership.
• Experience in pharmaceutical, biotech, life sciences, or related industries.
• Event planning or project coordination exposure.
• Experience with expense management systems (Concur, SAP, etc.).
• Strong cross-functional collaboration skills.
• Advanced calendaring with Outlook.
• Travel agency coordination.
• PowerPoint presentation support.
• Excel reporting and document editing/proofreading.
• Scheduling logistics and office coordination.
• Executive presence, discretion, and independent judgment.
• Adaptability and professional communication.
• Detail-oriented with organizational excellence.

Work Environment:

This is a fast-paced, team-oriented biotech/pharmaceutical environment supporting leaders. The role requires flexibility, discretion, and the ability to manage shifting priorities while maintaining professionalism. Collaboration across departments and occasional event coordination are expected. The position is onsite, Monday through Friday, with a flexible start time and high visibility within the executive team.

Job Type & Location:

This is a Contract position based out of Alameda, CA.

Pay and Benefits:

The pay range for this position is $25.00 - $45.00/hr. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type:

This is a fully onsite position in Alameda, CA.

Application Deadline:

This position is anticipated to close on Mar 3, 2026.