Executive Assistant

Society for Conservation Biology; San Carlos (CA); On-site; USD 135,000 - 150,000; Full time

Job summary

A leading company in the scientific staffing sector is seeking an Executive Assistant in San Carlos, CA. This role requires a dynamic individual with at least 10 years of experience supporting executive leaders, particularly in Biotech or Life Sciences. The ideal candidate will excel in a fast-paced environment, managing multiple priorities while maintaining professionalism and confidentiality. Key responsibilities include managing executive calendars, coordinating travel, and supporting onsite meetings. If you are resourceful, detail-oriented, and possess strong communication skills, this opportunity is for you.

Qualifications

• At least 10 years supporting executive leaders, preferably in Biotech or Life Sciences.
• Ability to meet deadlines in a fast-paced environment.

Responsibilities

• Manage calendars for various executives and prioritize schedules.
• Book and coordinate complex travel arrangements.
• Handle contract requests and purchase order requisitions.

Skills

Interpersonal Skills

Communication

Organizational Skills

Problem-Solving

Education

Bachelor's Degree

Tools

MS Office

Zoom

Job description

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Sector: Aquarium / Zoo / Botanical garden
Field: Development
Discipline: Biology
Job Level: Senior level
Salary Type: Salary
Employment Type: Full time

Job Description

R&D Partners is seeking to hire an Executive Assistant in San Carlos, CA.

We are looking for a dynamic Contract Executive Assistant to support the Executive VP & Chief Operating Officer and his direct reports. The ideal candidate has a passion for learning, enjoys taking on new tasks and projects, and thrives in a fast-paced environment. Must demonstrate professionalism, poise, and ease in working with external partners.

Your main responsibilities as an Executive Assistant:

• Manage calendars for various executives, understanding business priorities to plan and prioritize schedules effectively.
• Book and coordinate complex international, domestic, and multi-city travel arrangements.
• Support onsite meetings, events, and other executive requests.
• Handle contract requests and purchase order requisitions.
• Organize onsite meetings for remote teams, including logistics, catering, and team-building events.
• Escort guests and communicate with external partners via in person and email interactions.
• Maintain confidentiality and handle sensitive information discreetly.
• Stay informed about daily agendas and priorities.
• Collaborate with other Executive Assistants on company-wide activities and meetings.
• Understand team needs and be approachable for requests.
• Demonstrate flexibility and composure under pressure.
• Innovate work processes to optimize executive time, including reporting and goal tracking.

Requirements:

• Bachelor's degree with at least 10 years supporting executive leaders, preferably in Biotech or Life Sciences.
• High standards, attention to detail, and commitment to excellence.
• Strong interpersonal skills and ability to build relationships at all levels.
• Exceptional written and verbal communication skills.
• Flexibility and enthusiasm for changing priorities.
• Problem-solving mindset with proactive solutions.
• Organizational and analytical skills to manage priorities.
• Resourcefulness and ability to work independently or in teams.
• Discretion in handling confidential information.
• Ability to meet deadlines in a fast-paced environment.
• Proficiency in MS Office (Outlook, Word, Excel, PowerPoint) and Zoom.
• Ability to work onsite 4 days a week.

Pay Scale:

$135,000 - $150,000 annually

R&D Partners is a global staffing provider specializing in scientific, clinical research, and engineering roles, offering opportunities within top pharmaceutical, biotech, and medical device companies.