Executive Assistant

Fortvita Biologics; Palo Alto (CA); On-site; USD 90,000 - 130,000; Full time

Job summary

Fortvita Biologics is seeking an experienced Executive Assistant to provide comprehensive administrative and operational support to the Chief Medical Officer and senior leadership. The role requires proactive, highly organized, and discreet professionals who can manage competing priorities and coordinate activities across a fast-paced biotech environment.

The candidate will handle complex calendars, travel planning, meeting logistics, and confidential information.

Qualifications

• At least 5 years of executive administrative experience supporting C-suite or senior leaders.
• Ability to manage complex calendars across multiple time zones.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication with senior stakeholders.
• Discretion with confidential information and sensitive data.
• Proficiency with Outlook, Word, Excel, PowerPoint, Teams; travel & expense management.
• Experience coordinating domestic and international travel.

Responsibilities

• Manage complex calendars for the CMO and senior leaders, prioritizing meetings and resolving conflicts.
• Coordinate domestic and international travel itineraries and accommodations.
• Prepare expense reports and ensure timely approvals per company policy.
• Draft and organize executive documents, presentations, and materials.
• Support leadership with meeting logistics and note-taking; track follow-ups.

Skills

Executive support

Calendar management

Travel coordination

Expense reporting

Discretion

MS Office / Teams

Cross-functional coordination

Education

Bachelor’s degree

Tools

Concur

Microsoft Office

Travel booking tools

Job description

JOB TITLE: Executive Assistant to Chief Medical Officer

LOCATION:

Onsite 5 days a week - Palo Alto office

Travel up to 10% required

ABOUT THE COMPANY

Fortvita Biologics is a San Francisco Bay Area-based biopharmaceutical company advancing next-generation biologics with the goal of addressing critical health needs. Building on our foundation in oncology, we are expanding into cardiovascular and metabolic diseases, immunology, and ophthalmology, applying our scientific rigor and platform capabilities to areas of growing global health burden. Our expertise covers antibody discovery and engineering, including monoclonal, bispecific, and polyspecific antibodies, as well as antibody-drug conjugates, all supported by development strategies rooted in thoughtful design and agile execution.

Our clinical development footprint covers the U.S., Australia, and key regions across APAC and Europe, including the EU, UK, South Korea, and Japan. With more than 100 professionals across research, development, regulatory, and operations, we bring deep expertise and a global perspective to every program. Guided by our mission to transform research breakthroughs into therapeutic excellence and driven by our vision to improve lives through scientific innovation, we are committed to delivering meaningful impact for patients around the world.

Position Summary

Fortvita Biologics is seeking an experienced Executive Assistant to provide comprehensive administrative and operational support to the Chief Medical Officer (CMO) and senior leadership team. This individual will serve as a trusted partner, helping executives manage competing priorities, maintain effective communication, and coordinate activities across a fast-paced biotechnology organization.

The ideal candidate is proactive, highly organized, and resourceful, with excellent judgment and experience supporting senior executives. This role requires the ability to anticipate needs, handle sensitive information with discretion, and work effectively with internal teams and external stakeholders.

Key Responsibilities

Executive and Administrative Support

• Manage complex calendars for the CMO and designated senior leaders, prioritizing meetings and resolving scheduling conflicts based on business needs.
• Anticipate executive needs and ensure leaders are prepared for upcoming meetings, deadlines, and commitments.
• Coordinate domestic and international travel, including itineraries, transportation, accommodations, and changes to travel plans.
• Prepare and submit expense reports, reconcile expenses, and follow up on approvals in accordance with company policies.
• Draft, edit, and organize correspondence, presentations, meeting materials, and other executive documents.
• Handle confidential business, personnel, and clinical development information with sound judgment and discretion.

Meeting and Leadership Coordination

• Plan and coordinate leadership meetings, cross-functional discussions, offsites, and external stakeholder meetings.
• Prepare agendas, collect pre-read materials, and distribute meeting documents in a timely manner.
• Capture meeting notes, decisions, and action items as requested; track follow-up activities and deadlines.
• Coordinate meeting logistics, including conference rooms, virtual platforms, catering, and visitor arrangements.
• Support preparation and logistics for board meetings and other executive forums as needed.

CMO and Cross-Functional Support

• Support the CMO’s coordination with Clinical Development, Clinical Operations, Medical Affairs, Regulatory Affairs, Biostatistics, Drug Safety, and other functions.
• Coordinate meetings with external advisors, investigators, consultants, clinical partners, and other stakeholders.
• Assist with scheduling and logistics for scientific advisory meetings, medical conferences, and clinical program discussions.
• Maintain organized records, contact lists, and shared materials to support efficient communication and information access.
• Develop a working understanding of the CMO’s priorities and key clinical program milestones to inform scheduling and administrative support.

Senior Leadership and Operational Support

• Serve as a professional point of contact for the CMO and senior leadership team, facilitating timely communication across the organization.
• Balance requests from multiple leaders, clarify priorities, and communicate scheduling or resource constraints.
• Partner with HR, Finance, Legal, IT, and other teams to coordinate executive onboarding, purchasing, invoices, and administrative needs.
• Support special projects by maintaining trackers, coordinating inputs, and following up on deliverables.
• Identify opportunities to improve administrative processes and team coordination.

Required Qualifications

• At least 5 years of progressively responsible executive administrative experience, including direct support for C-suite or senior executives.
• Demonstrated ability to support multiple senior leaders and manage complex calendars across time zones.
• Strong organizational skills, attention to detail, and the ability to manage competing deadlines with limited supervision.
• Excellent written and verbal communication skills, with a professional approach to interacting with senior leaders and external stakeholders.
• Proven ability to exercise discretion and handle sensitive or confidential information.
• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams, along with virtual meeting and collaboration tools.
• Experience coordinating domestic and international travel and managing expense reporting.
• Adaptability, sound judgment, and a proactive approach to solving problems in a changing environment.

Preferred Qualifications

• Experience in biotechnology, pharmaceuticals, or another life sciences organization.
• Prior experience supporting a CMO, medical leader, or clinical development leadership team.
• Familiarity with clinical development terminology and the drug development process.
• Experience working with global teams and coordinating across U.S. and international time zones.
• Experience with Concur or similar travel, expense, and procurement systems.
• Bachelor’s degree or an equivalent combination of education and relevant experience.

Key Attributes

• Anticipates needs and follows through on commitments.
• Builds effective relationships with colleagues at all levels.
• Remains composed and responsive when priorities change.
• Takes ownership of details while understanding broader executive priorities.
• Demonstrates professionalism, integrity, and a collaborative service mindset

Fortvita is proud to be an equal opportunity employer. We are committed to creating an inclusive environment for all employees and applicants and do not discriminate based on any protected characteristic under applicable federal, state, or local law. This includes but not limited to race, color, religion, national origin, ancestry, sex (including pregnancy, childbirth, and breastfeeding), gender identity or expression, sexual orientation, age, marital status, physical or mental disability, medical condition, genetic information, military or veteran status, or hair texture and style. Harassment or discrimination on the basis of any protected trait is strictly prohibited.

We do not accept unsolicited resumes from staffing agencies or search firms. Any resume submitted without a signed agreement will be considered unsolicited, and Fortvita will not be obligated to pay any fees.

Additional Legal Disclaimers

Applicants must have legal authorization to work in the United States. In compliance with federal law, all new hires will be required to verify identity and eligibility to work in the U.S. and complete Form I-9 upon hire.

Employment at Fortvita is at-will. This means that either the employee or the company may terminate the employment relationship at any time, with or without cause or advanced notice. This job description is intended to describe the general nature of the work being performed and does not constitute a contract or guarantee of employment. Fortvita reserves the right to modify job duties or responsibilities at any time, based on business needs.

Reasonable accommodation: If you require reasonable accommodation during the application process, please contact Fortvita’s Human Resources team at [e-mail]. We are dedicated to ensuring all applicants have equal access and opportunity throughout the recruitment process.

Employment may be contingent upon successful completion of a background check and any other requirements permitted by law.