Executive Assistant

Pilgrim; Redwood City, Northern (CA, KY); Hybrid; USD 80,000 - 110,000; Full time

Job summary

Pilgrim, based in Redwood City, is seeking an Executive Assistant to own scheduling, coordination, and follow-through that keep leadership focused and effective. You’ll manage calendars and travel, prepare communications, organize meetings, and track commitments through completion.

You’ll anticipate needs, handle last-minute changes, and resolve problems independently, with sound judgment and discretion. Responsibilities include owning calendars, arranging travel, preparing agendas, drafting

Qualifications

• Experience supporting an executive with calendar, travel and coordination.
• Proficiency with calendar, email, documents, spreadsheets and expense systems.
• Ability to draft concise emails and prepare meeting materials.
• Experience handling confidential information.
• Track commitments across multiple people until resolved.

Responsibilities

• Own leadership calendars, prioritize meeting requests, resolve conflicts, and protect time for company priorities.
• Arrange travel and itineraries, including transportation and accommodations, and adjust plans quickly when schedules change.
• Prepare meeting agendas and materials, confirm attendees, and ensure leadership has context for each discussion.
• Draft and edit emails, memos, and other communications on behalf of leadership.
• Track leadership commitments and meeting action items, following up with owners and flagging overdue work.
• Manage expense reports, receipts, and administrative records, coordinating with Finance to resolve missing information or approvals.
• Coordinate leadership visits and team events, arranging schedules, access, meeting spaces, and catering.

Skills

Executive support

Calendar management

Email proficiency

Confidential information handling

Follow-through tracking

Job description

About Pilgrim:

Pilgrim is building America's biology prime - engineering, manufacturing, and deploying advanced biotechnology for defense and national security. Our primary platform, ARGUS, is a fully autonomous system for detecting biological threats in near real time, from naturally occurring pathogens to engineered agents.

We engineer hardware for biology, turning breakthrough science into fielded capabilities. Based in Redwood City, our team brings together mechanical and electrical engineering, chemistry, and biology under one roof to deliver critical technologies to the people who need them.

Pilgrim has raised over $30 million to date and is backed by Peter Thiel, Brian Armstrong, Fred Ehrsam, Dylan Field, and Bryan Johnson, alongside Buckley Ventures, Conviction, Cantos, and others.

About the Role:

As an Executive Assistant at Pilgrim, you'll own the scheduling, coordination, and follow-through that keep leadership focused and effective. You'll manage calendars and travel, prepare communications, organize meetings, and track commitments through completion. You'll anticipate needs, handle last-minute changes, and resolve problems independently, with sound judgment and discretion.

Responsibilities:

• Own leadership calendars, prioritize meeting requests, resolve conflicts, and protect time for company priorities.

• Arrange travel and itineraries, including transportation and accommodations, and adjust plans quickly when schedules change.

• Prepare meeting agendas and materials, confirm attendees, and ensure leadership has the context needed for each discussion.

• Draft and edit emails, memos, and other communications on behalf of leadership.

• Track leadership commitments and meeting action items, following up with owners and flagging overdue work or unresolved questions.

• Manage expense reports, receipts, and administrative records, coordinating with Finance to resolve missing information or approvals.

• Coordinate leadership visits and team events, arranging schedules, access, meeting spaces, and catering.

Qualifications:

• Experience supporting an executive, or managing complex calendars, travel, and administrative coordination.

• Proficiency with calendar, email, document, spreadsheet, and expense-management tools.

• Ability to draft concise emails, prepare meeting materials, and edit communications for accuracy and tone.

• Prior responsibility for confidential information, such as executive correspondence, personnel matters, or financial records.

• A record of tracking commitments across multiple people and following through until outstanding items are resolved.

Preferred:

• Experience supporting a founder or leadership team at a rapidly growing company.

Pilgrim is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by law. Certain positions require access to export-controlled information and are limited to U.S. Persons as defined by applicable export control regulations.