Executive Assistant

Nortia Staffing - Human Resources, Accounting and Administrative Staffing; Redwood City (CA); Hybrid; USD 45,000 - 76,000; Full time

Job summary

Publicly Traded Pharmaceutical Company in Redwood City, CA seeks an Executive Assistant to support the Head of Commercial Operations. This is a 6+ month contract to hire role with pay up to $55/hr and a 4-days-onsite requirement (1 day remote).

Responsibilities include calendar and meeting management, travel planning, presentation support, onboarding, vendor coordination, expense processing, and cross‑functional collaboration with senior leaders across regions.

Qualifications

• 10+ years supporting at the executive level.
• Proven experience in an administrative assistant, executive assistant, or similar role.
• Strong organizational, planning, and multitasking skills with attention to detail.
• Excellent written and verbal communication and interpersonal skills.
• Proficiency in MS Office applications (Outlook, Word, Excel, PowerPoint).
• Experience coordinating complex travel, meetings, events, and expense reporting.

Responsibilities

• Provide day-to-day administrative support to senior leaders and teams across regions and time zones.
• Schedule meetings, manage rooms, arrange catering and AV, and organize offsite events.
• Coordinate domestic and international travel, including flights, hotels, transport, visas, and reservations; occasional evenings/weekends.
• Prepare and format presentation materials, PowerPoint decks, reports, and documents.
• Coordinate interviews for full-time, temporary, and consulting roles; assist onboarding.
• Assist drafting and processing consulting agreements and MSAs with Legal and Procurement.
• Assist with expense reports, receipt reconciliation, and credit card statement reviews.
• Collaborate across functions to plan meetings, events, and launch activities.
• Build relationships with partners and vendors to anticipate needs and resolve logistics.

Skills

Executive support

Organizational skills

Communication skills

Time management

Travel coordination

Stakeholder management

Tools

MS Word

Excel

PowerPoint

Outlook

Applicant Tracking Systems

Job description

We have a publicly traded Pharmaceutical Company in Redwood City, CA seeking an Executive Assistant to support the Head of Commercial Operations!

Highlights of the role:

• This role would be a 6+ month contract (Contract to hire for the right candidate)
• Pay is up to $55/hr
• 4-days onsite in their Redwood City office is required (1-day remote allowed)
• Hours are 8-5pm Monday-Friday
• Global experience is preferred but not required

Key Responsibilities

• Administrative Support: Provide day-to-day administrative assistance to senior leaders and team members, supporting both in-office and remote employees across multiple regions and time zones.
• Meeting and Event Coordination: Schedule internal and external meetings, manage conference room reservations, coordinate catering and audiovisual needs, and organize offsite meetings, conferences, and cross-functional events.
• Travel Management: Coordinate complex domestic and international travel arrangements, including flights, hotel accommodations, ground transportation, visa applications, travel documentation, and restaurant reservations. Flexibility to provide occasional evening or weekend support may be required.
• Presentation and Document Support: Prepare, consolidate, format, and organize presentation materials, including PowerPoint decks, reports, and other business documents.
• Recruitment and Onboarding: Coordinate candidate interviews for full-time, temporary, and consulting positions. Partner with hiring managers and Human Resources to facilitate onboarding activities and ensure a smooth first-day experience for new employees.
• Vendor and Contract Coordination: Support the preparation and processing of consulting agreements and master service agreements in collaboration with Legal, Procurement, and other stakeholders, ensuring compliance with established approval processes.
• Expense Management: Assist with expense report preparation, receipt reconciliation, and corporate credit card statement reviews for senior leadership, ensuring accuracy and timely submission.
• Cross-Functional Collaboration: Partner with administrative and operational colleagues to develop meeting agendas, coordinate business events, and support initiatives such as launch planning sessions, speaker programs, and internal learning events.
• Stakeholder Engagement: Build effective working relationships with internal business partners, external vendors, and leadership teams to anticipate needs, resolve logistical challenges, and support organizational priorities.

Qualifications and Skills

• 10+ years supporting at the executive level.
• Proven experience in an administrative assistant, executive assistant, or similar support role.
• Strong organizational, planning, and multitasking skills with exceptional attention to detail.
• Excellent written and verbal communication and interpersonal skills.
• Proficiency in Microsoft Office applications, particularly Outlook, Word, Excel, and PowerPoint.
• Experience coordinating complex travel, meetings, events, and expense reporting.
• Ability to handle confidential information with professionalism and discretion.
• Strong problem-solving skills and the ability to work independently while collaborating
• Ability to recognize and appropriately handle highly sensitive and confidential material and information.
• Strong organizational, project and time management skills; detail oriented.
• Excellent verbal and written communication skills.
• Biotechnology experience highly preferred.
• Proficient with MS Word, Excel, PowerPoint, and Outlook calendar. Experience with applicant tracking systems highly preferred.