Executive Assistant – C-Suite

Jobtailor; San Diego (CA); On-site; USD 90,000 - 120,000; Full time

Job summary

Jobtailor in San Diego, CA, seeks an experienced Executive Assistant to support C-suite leaders in a biotech-focused environment. You will manage complex calendars, coordinate domestic and international travel, prepare briefing materials, and act as a professional liaison with internal and external stakeholders.

Requirements include a Bachelor's degree (Master's preferred), 6+ years supporting senior leaders, and strong proficiency with Microsoft Office and virtual meeting platforms.

Qualifications

• Bachelor’s degree required; Master’s degree preferred
• Minimum 6+ years of executive administrative support experience supporting senior leadership (VP, SVP, or C-suite)
• Experience in biotechnology, pharmaceutical, healthcare, or life sciences industries strongly preferred
• Experience supporting complex calendars and coordinating cross-functional teams
• Familiarity with pharmaceutical or biotechnology company operations
• Experience coordinating large meetings, advisory boards, or scientific conferences
• Exceptional organizational and time management skills with strong attention to detail
• Ability to manage multiple priorities and adapt quickly in a fast-paced environment
• High level of professionalism and discretion when handling confidential information
• Strong written and verbal communication skills
• Advanced proficiency in Microsoft Office (Outlook, PowerPoint, Word, Excel) and virtual meeting platforms
• Ability to work independently while maintaining strong collaboration with cross-functional teams
• United States work authorization required
• Successful completion of post-offer, pre-employment requirements, including a background check

Responsibilities

• Provide high-level administrative and operational support to one or more C-suite executives
• Proactively manage executive schedules, priorities, commitments, and day-to-day workflow
• Anticipate executive needs and resolve scheduling, logistical, and administrative issues
• Serve as a professional point of contact for internal and external stakeholders
• Manage sensitive and confidential information
• Monitor priorities, deadlines, commitments, and follow-up items
• Manage complex calendars involving internal meetings, external commitments, travel, and strategic priorities
• Schedule and coordinate executive leadership, Board, investor, and other high-priority meetings
• Prepare agendas, materials, presentations, briefing documents, and meeting books
• Attend select meetings, capture decisions and action items, and track follow-through
• Resolve scheduling conflicts and reprioritize commitments as business needs change
• Coordinate domestic and international travel, including flights, hotels, transportation, itineraries, visas, and meeting logistics
• Prepare and reconcile executive expense reports
• Draft, edit, proofread, and coordinate executive correspondence, communications, presentations, and other materials
• Manage and prioritize incoming and outgoing communications
• Coordinate communications with internal leaders, Board members, investors, partners, vendors, and external stakeholders
• Support Board of Directors meeting preparation, logistics, scheduling, materials, presentations, and follow-up
• Coordinate Executive Leadership Team meetings and senior leadership forums
• Maintain calendars and key deadlines related to Board and executive activities

Education

Bachelor’s degree

Master’s degree preferred

Tools

Microsoft Outlook

Microsoft PowerPoint

Microsoft Word

Microsoft Excel

Virtual Meeting Platforms

Job description

• Provide high-level administrative and operational support to one or more C-suite executives
• Proactively manage executive schedules, priorities, commitments, and day-to-day workflow
• Anticipate executive needs and resolve scheduling, logistical, and administrative issues
• Serve as a professional point of contact for internal and external stakeholders
• Manage sensitive and confidential information
• Monitor priorities, deadlines, commitments, and follow-up items
• Manage complex calendars involving internal meetings, external commitments, travel, and strategic priorities
• Schedule and coordinate executive leadership, Board, investor, and other high-priority meetings
• Prepare agendas, materials, presentations, briefing documents, and meeting books
• Attend select meetings, capture decisions and action items, and track follow-through
• Resolve scheduling conflicts and reprioritize commitments as business needs change
• Coordinate domestic and international travel, including flights, hotels, transportation, itineraries, visas, and meeting logistics
• Prepare and reconcile executive expense reports
• Draft, edit, proofread, and coordinate executive correspondence, communications, presentations, and other materials
• Manage and prioritize incoming and outgoing communications
• Coordinate communications with internal leaders, Board members, investors, partners, vendors, and external stakeholders
• Support Board of Directors meeting preparation, logistics, scheduling, materials, presentations, and follow-up
• Coordinate Executive Leadership Team meetings and senior leadership forums
• Maintain calendars and key deadlines related to Board and executive activities

Requirements

• Bachelor’s degree required; Master’s degree preferred
• Minimum 6+ years of executive administrative support experience supporting senior leadership (VP, SVP, or C-suite)
• Experience in biotechnology, pharmaceutical, healthcare, or life sciences industries strongly preferred
• Experience supporting complex calendars and coordinating cross-functional teams
• Familiarity with pharmaceutical or biotechnology company operations
• Experience coordinating large meetings, advisory boards, or scientific conferences
• Exceptional organizational and time management skills with strong attention to detail
• Ability to manage multiple priorities and adapt quickly in a fast-paced environment
• High level of professionalism and discretion when handling confidential information
• Strong written and verbal communication skills
• Advanced proficiency in Microsoft Office (Outlook, PowerPoint, Word, Excel) and virtual meeting platforms
• Ability to work independently while maintaining strong collaboration with cross-functional teams
• United States work authorization required
• Successful completion of post-offer, pre-employment requirements, including a background check

Core Competencies

Demonstrates advanced organizational and time management skills while providing high-level administrative support to C-suite executives. Proficient in managing complex calendars, coordinating meetings, and handling confidential information with professionalism and discretion.

Highest-signal resume keywords

• Executive Administrative Support Experience
• Calendar Management
• Microsoft Office Proficiency
• Communication Skills
• Biotechnology Industry Experience

ATS Optimization Keywords

Hard Skills

• Calendar Management
• Meeting Coordination
• Expense Report Preparation
• Document Drafting
• Logistical Coordination

Soft Skills

• Organizational Skills
• Attention to Detail
• Adaptability
• Professionalism
• Collaboration

Industry Keywords

• Biotechnology
• Pharmaceutical
• Healthcare
• Life Sciences
• C-suite Support

Tools & Technologies

• Microsoft Outlook
• Microsoft PowerPoint
• Microsoft Word
• Microsoft Excel
• Virtual Meeting Platforms