Executive Assistant

Avid Bioservices; Tustin (CA); On-site; USD 93,600 - 117,000; Full time

Benefits offered by this job

Health insurance

401(k) matching

Paid time off

Job summary

Avid Bioservices in Tustin, California is looking for a dedicated Executive Assistant to support the Executive Committee. This full-time role involves managing travel logistics, complex calendars, and ensuring effective communication and coordination with clients and team members.

The ideal candidate will have over 5 years of experience supporting C-suite executives, with advanced skills in Microsoft 365 and a high degree of discretion. The position offers a competitive salary of $93,600 - $117,000 annually and great opportunities for career development.

Qualifications

• 5+ years of experience supporting C-suite or senior executive leadership.
• Demonstrated ability to manage complex, high-volume calendars and competing priorities.
• Advanced proficiency in Microsoft 365 (Outlook, Teams, Word, PowerPoint, Excel) and DocuSign.

Responsibilities

• Manage all travel logistics and executive correspondence.
• Optimize complex calendars and ensure preparation for key meetings.
• Coordinate logistics for on-site meetings and events.

Skills

Communication skills

Multitasking

Microsoft 365

Education

5+ years of experience supporting C-suite executives

Experience in regulated industry (biopharma, CDMO, biotech)

Tools

DocuSign

Job description

Looking to join a passionate team dedicated to developing and manufacturing life‑saving biopharmaceuticals? Avid Bioservices is a leading clinical and commercial biologics CDMO focused on creating innovative solutions to meet the needs of our clients and improve patient outcomes.

Your Role

As an Executive Assistant, you are a strategic partner to the Executive Committee (EC), enabling our executive leaders to operate at the highest level of impact, focus, and efficiency. You operate with precision, anticipation, and ownership – always two steps ahead – ensuring that time, information, and experiences are thoughtfully orchestrated.

As an Executive Assistant to the Executive Committee, you typically support 2‑4 executive leaders.

Key Responsibilities

Executive Administration Excellence

• Manage all travel logistics (flights, hotels, transportation, restaurants)
• Own expense management including pre‑review of direct report expenses, ensuring compliance and managing the executives expenses.
• Manage purchase orders, vendors, and DocuSign workflows for the executives you support.
• Draft, review, and route executive correspondence and communications on behalf of EC members
• Triage executive inbox, flag priority items, and manage inbound requests with appropriate urgency and discretion
• Support special projects and cross‑functional initiatives as directed by EC members

Calendar & Time Optimization

• Own complex calendars with a ‘nothing overlaps’ philosophy
• Ensure buffers, travel time, and preparation time is blocked on the calendars.
• Ensure agendas and pre‑reads for key meetings are gathered, reviewed for relevance and shared with executives ahead of the meeting.
• Prepare executives for key moments with appropriate pre‑meetings and pre‑reads (town halls, video recordings, presentations, media interviews)

Meetings & Content

• Ensure all pre‑reads and materials are ready and distributed in advance
• Coordinate slides and talking points ready for executive to prepare on.
• Track actions and follow‑ups to completion

Clients

• Build strong relationships with client‑side assistants to enforce easy access to meetings and scheduling for the executives.
• Gather pre‑meeting insights on the specific client status from commercial, program management and operations prior to the executive stepping into any client meetings.
• Ensure seamless client experience when visiting on site or having meetings with Avid – from they step in the door to them leaving us – including room checks, snacks, lunches, dinners, tours, equipment needed, forms and access, coffee, etc.
• Coordinate logistics for on‑site meetings, including clients, auditors and regulatory guests

Team & Employees

• Ensure recurring 1:1s between EC member and EC‑1 at agreed upon cadence
• Plan monthly employee connection sessions for the EC member
• Schedule and coordinate Gemba walks monthly
• Logistical planning of EC and ELF offsites
• Manage EC and site‑wide shared calendar
• Support logistics (e.g. lunch orders) for Avid onboarding, company events, leadership offsites, and EC / EC‑1 meetings where needed.

Board Support

• Plan Board meetings in calendars 12 months ahead
• Manage Board material preparation timelines and ensure on‑time delivery
• Coordinate all Board‑related logistics and prep‑meetings

Confidentiality & Professionalism

• Maintain strict confidentiality in all matters involving personnel, compensation, business strategy, and Board affairs
• Exercise sound judgment in determining what information to share, with whom, and in what format
• Represent the Executive Committee with professionalism, poise, and sound judgment in all interactions

Minimum Qualifications

• 5+ years of experience supporting C‑suite or senior executive leadership
• Demonstrated ability to manage complex, high‑volume calendars and competing priorities
• Advanced proficiency in Microsoft 365 (Outlook, Teams, Word, PowerPoint, Excel) and DocuSign
• Experience in a regulated industry (biopharma, CDMO, biotech, or similar) preferred
• Exceptional written and verbal communication skills
• High degree of integrity, discretion, and professional maturity
• Proven ability to work independently, anticipate needs, and exercise sound judgment with minimal direction

Position Type/Expected Hours of Work

This role is a full‑time onsite position. Days and hours of work are Monday through Friday unless otherwise stated by Supervisor. The employee must also have the ability to work overtime and/or weekends when necessary.

Compensation

We offer competitive compensation packages for this role, including a base salary, performance‑based bonuses, and comprehensive benefits such as health, dental, and vision insurance, 401(k) matching, and paid time off.

The compensation range for this role is $93,600 - $117,000 annually depending on experience and qualifications. Additionally, we offer opportunities for career growth and development as well as a supportive and inclusive work environment.

Who you are

• You have a "bring it on!" team player approach and an unshakable positive attitude, always ready to tackle anything that comes your way.
• Your written and verbal skills are out of this world, and you communicate with clarity and confidence.
• You have exceptional multitasking skills and an unparalleled attention to detail that ensure the smooth running of everything.
• You are a master at building relationships, capable of establishing connections with anyone, be it team members, clients, vendors, or suppliers.

Physical Demands & Work Environment

In this dynamic role, expect a blend of regular activities like sitting, standing, and walking, with occasional physically engaging tasks such as lifting objects up to 25 pounds. The work environment might expose you to electrical shocks, toxic chemicals, vibrations, or loud noise levels occasionally. However, reasonable accommodations are available to enable individuals with different abilities to perform effectively, ensuring a supportive and adaptable work setting. Your visual acuity, including close, distance, and color vision, will be essential in navigating through the diverse day‑to‑day demands of this position.