Executive Assistant

AmpersandPeople; San Francisco (CA); On-site; USD 90,000 - 130,000; Full time

Job summary

A well-funded, stealth-stage biotechnology company in San Francisco is seeking an Executive Assistant & office manager to support the CEO and select C-suite members. The role requires meticulous organization, discretion, and the ability to thrive in a fast-paced startup environment.

Responsibilities include coordinating complex meetings with the Board, managing day-to-day office operations, organizing events, tracking executive expenses, and maintaining confidential records.

Qualifications

• Bachelor’s degree or equivalent practical work experience preferred.
• Minimum 5 years in executive assistant or senior administrative roles, ideally in life sciences, biotech, or high-growth startups.
• Exceptional organizational, time-management, and multitasking abilities.
• Strong proficiency in Microsoft Office Suite, Smartsheet, DocuSign, and modern video conferencing tools (Zoom, Teams).
• Elite written and verbal communication skills with high emotional intelligence.
• Proven ability to work independently, prioritize shifting tasks, and meet tight deadlines under minimal supervision.
• Absolute discretion and professionalism in handling highly sensitive, confidential company data.

Responsibilities

• Support executives with highly confidential, proprietary, and time-sensitive tasks, including filtering communications and escalating critical matters.
• Schedule and coordinate complex meetings with internal and external stakeholders, including the Board of Directors, scientific advisors, and investor meetings.
• Manage day-to-day office operations to ensure a productive, organized, and welcoming workplace environment.
• Organize high-impact business meetings, conferences, and company events, managing all logistics and attendee coordination.
• Track and reconcile executive expenses, corporate card receipts, and other foundational financial documents.
• Organize and maintain secure digital and physical filing systems for critical company data.
• Partner with various departments to ensure smooth, synchronized operations across the growing organization.
• Assist in supporting employee culture initiatives and programs. Liaise with IT vendors on office technology, software tools, and troubleshooting hardware/software issues.
• Assist with legal operations and contract management, including sending out standard Confidentiality Agreements (NDAs) and Consulting Agreements, maintaining tracking logs, and managing DocuSign workflows.

Skills

Microsoft Office

Smartsheet

DocuSign

Zoom

Teams

Education

Bachelor’s degree or equivalent

Tools

DocuSign

Office Suite

Job description

Job Summary

A well-funded, stealth-stage biotechnology company based in San Francisco dedicated to revolutionizing bone health is seeking a proactive, highly organized, and detail-oriented Executive Assistant & office manager to support the CEO and select C-suite members. This role requires a dynamic individual who excels at multitasking, thrives in a fast-paced startup environment, and is committed to ensuring the smooth functioning of both executive operations and day-to-day office management.

Key Responsibilities

• Support executives with highly confidential, proprietary, and time-sensitive tasks, including filtering communications and escalating critical matters.

• Schedule and coordinate complex meetings with internal and external stakeholders, including the Board of Directors, scientific advisors, and investor meetings.

• Manage day-to-day office operations to ensure a productive, organized, and welcoming workplace environment.

• Organize high-impact business meetings, conferences, and company events, managing all logistics and attendee coordination.

• Track and reconcile executive expenses, corporate credit card receipts, and other foundational financial documents.

• Organize and maintain secure digital and physical filing systems for critical company data.

• Partner with various departments to ensure smooth, synchronized operations across the growing organization.

• Assist in supporting employee culture initiatives and programs. Liaise with IT vendors on office technology, software tools, and troubleshooting hardware/software issues.

• Assist with legal operations and contract management, including sending out standard Confidentiality Agreements (NDAs) and Consulting Agreements, maintaining tracking logs, and managing DocuSign workflows.

Qualifications

• A bachelor’s degree or equivalent practical work experience is preferred.

• Minimum of 5 years of experience in executive assistant or senior administrative roles, ideally within the life sciences, biotech, or high-growth startup sectors.

• Exceptional organizational, time-management, and multitasking abilities.

• Strong proficiency in Microsoft Office Suite, Smartsheet, DocuSign, and modern video conferencing tools (Zoom, Teams).

• Elite written and verbal communication skills with a high level of emotional intelligence.

• Proven ability to work independently, prioritize shifting tasks, and meet tight deadlines under minimal supervision.

• Absolute discretion and professionalism in handling highly sensitive, confidential company and clinical data.

• A positive, solution-oriented attitude with the agility required to navigate the unique challenges of an early-stage company.