Executive Assistant - Biotech

OpenKrill; United States; On-site; USD 75,000 - 110,000; Full time

Benefits offered by this job

100% Remote

Birthday bonus $50

Testimonial bonus $200

No tracker policy

Job summary

Assist World is seeking a Virtual Executive Assistant (EA+) to partner with the CEO and Chief of Staff. The role focuses on inbox triage, calendar management, travel planning, and AI-driven briefing packets while operating on a split-shift schedule.

You will maintain Notion-backed task tracking and ensure proactive handling of scheduling conflicts. Ideal candidates are AI-fluent, adept with structured systems, and capable of drafting polished emails in a professional leadership voice.

Qualifications

• 2+ years as virtual assistant or remote EA supporting C-suite in fast-growth startups.
• Demonstrated inbox triage, calendar management, and travel logistics experience.
• Strong written English and discretion with sensitive information.

Responsibilities

• Own inbox triage and draft replies on CEO’s behalf with approvals.
• Manage complex Google Calendars with strict rules and prep blocks.
• Build AI-driven briefing packets and summaries for meetings.
• Log all tasks in Notion with assignee and due date.
• Research and arrange international travel and time-zone adjustments.

Skills

Inbox triage

Calendar management

Notion databases

Google Workspace

AI tools (Claude/ChatGPT)

Proactive problem solving

Written English

Tools

Notion

Google Workspace

Slack

Attio CRM

Claude

ChatGPT

Job description

We are hiring on behalf of an innovative, seed-stage biotech company building therapeutic and aesthetic solutions.

We are seeking a dedicated Virtual Executive Assistant (EA+) to operate as a core unit alongside the CEO and Chief of Staff. You will own inbox triage, complex calendar management, travel itineraries, and AI-driven briefing packets. Operating on a dedicated split-shift schedule, you will clean the inbox, resolve schedule conflicts, and prep briefing materials asynchronously so the CEO starts every morning ready to execute.

What You'll Do

• Inbox & Triage Ownership: Perform daily inbox triage into designated categories. Draft professional replies and declines in your own name on the CEO's behalf, ensuring no unapproved messages go out under the CEO's name.
• Calendar Management & Rules Enforcement: Manage complex, high-volume Google Calendars using strict precedence rules. Ensure 25- and 50-minute meeting defaults, lock in required prep blocks alongside external pitches, and enforce zero scheduling inside travel/event days.
• AI-Native Briefings & Research: Heavily leverage AI tools (Claude, CRM/Notion automations) to build background briefs on upcoming meetings, summarize call recordings, extract action items, and perform research on networking/fundraising opportunities.
• System-Based Task Capture: Ensure every task and verbal commitment made in calls or voice memos gets logged into Notion with an assignee and due date-never letting requests live solely in Slack or text.
• End-to-End Travel Logistics: Research and book seamless travel and logistics, including managing schedule shifts during international work trips (e.g., cross-timezone adjustments).

Operating Model & Working Hours

• 5+3 Split Shift Schedule: 5 hours of live overlap (10:00 AM - 3:00 PM Pacific Time) for real-time communication, plus 3 hours of flexible async work in the early morning to clear inboxes and prepare daily briefings before the CEO's day starts.
• Time Zone Flexibility: Ability to adapt support during periodic international leadership travel across major time zone differences.

Who You Are

• AI-Fluent: You actively use Claude or ChatGPT daily to write, summarize, analyze, and structure information rapidly.
• Systems & Process Driven: You love working inside structured operating systems (Notion databases, written rules) and appreciate documented playbooks.
• Proactive & Anticipatory: You spot double-bookings, missing prep blocks, or unconfirmed calls before anyone else notices.
• Exceptional Written English: You draft clear, warm, and highly professional emails and declines that sound like a natural extension of the leadership team.

Requirements

• Experience: 2+ years as a Virtual Assistant or Remote EA supporting C-suite executives in fast-growth startup environments.
• Platform Mastery:
  • Google Workspace: Advanced Gmail, Google Calendar delegate access, Drive, Docs.
  • Notion: Database views, task tracking, and database management.
  • Slack & CRM: Async messaging, Attio CRM record management.
  • AI Assistants: Advanced prompting skills in Claude or ChatGPT.
• Discretion: Absolute confidentiality regarding investor terms, clinical/biotech context, and sensitive information.

Why Join Assist World?

• 100% REMOTE
• $50 birthday bonus
• $200 testimonial bonus
• NO TRACKER. NO PROBLEM

Important Hiring Note / Eligibility

We are a remote-first team, but due to international payment regulations, we can only hire candidates who can receive payments via Wise (SA, UK, US & PH). Before applying, please ensure Wise operates and supports local bank transfers in your country of residence/bank location.

Regrettably, we cannot proceed with applications from regions where Wise services are unavailable.