Executive Assistant — Chief Officers

Indiana Biosciences Research Institute (IBRI); Indianapolis (IN); On-site; USD 28,000 - 40,000; Part time

Job summary

Indiana Biosciences Research Institute (IBRI) is seeking an Executive Assistant to support two Chief Officers by managing calendars, communications, and priorities with discretion and professionalism. The role shares coverage with the EA team and backs up other portfolios as needed.

This 5-7 month assignment offers $25.00 per hour and may transition to full-time based on business needs. Candidates should have 7+ years in admin support, including C-suite exposure, and strong Microsoft 365 skills.

Qualifications

• High school diploma or equivalent with 7+ years of relevant experience.
• 7+ years of relevant experience as an EA or senior admin.
• Experience supporting two or more executives (C-suite) is preferred.
• Excellent written and verbal communication; comfortable drafting for senior leaders.
• Strong discretion with confidential information.
• Proficient in Microsoft 365 (Outlook, Teams, SharePoint) and scheduling/travel tools.

Responsibilities

• Calendar & time management: Own and proactively manage calendars for two Chief Officers, resolving conflicts and prioritizing time against organizational goals.
• Communications: Draft, proofread, and manage correspondence and announcements for assigned executives; serve as first point of contact.
• Travel & logistics: Arrange domestic and international travel, itineraries, accommodations, and expense reconciliation.
• Meeting & event support: Prepare agendas/materials; support setup/execution; capture action items and follow-ups.
• Confidentiality & judgment: Exercise sound judgment; handle sensitive information with discretion; provide backup coverage when needed.

Skills

Calendar management

Communication

Discretion & confidentiality

Microsoft 365

Travel planning

Education

High school diploma or equivalent

Tools

Microsoft 365 Suite (Outlook, Teams, SharePoint)

Scheduling & travel tools

Job description

IBRI is poised to transform life sciences-and for millions of people, even life itself.

The Opportunity:

The Executive Assistant works as part of a collaborative EA team that makes sure every executive on IBRI's leadership team has the administrative support they need. The role directly supports two Chief Officers, managing their calendars, communications and priorities with discretion, accuracy, and professionalism. Team members share coverage, so the EA also backs up other portfolios when needed. That calls for flexibility across different executive working styles and areas of the organization.

Assignment Duration:

This position is expected to last 5-7 months. Based on business needs and performance, there may be an opportunity for the role to transition into a full-time position.

Compensation:

This position offers a starting pay rate of $25.00 per hour.

Responsibilities:

Calendar & Time Management

• Own and proactively manage complex, frequently shifting calendars for two Chief Officers, resolving conflicts and prioritizing time against organizational goals.
• Anticipate scheduling needs ahead of key initiatives, budget cycles, and cross-functional deadlines.

Communications

• Draft, proofread, and manage correspondence, internal announcements, and routine external communications on behalf of assigned executives.
• Serve as a professional first point of contact for internal and external stakeholders reaching out to assigned executives.

Travel & Logistics

• Arrange domestic and international travel, including itineraries, accommodations, and expense reconciliation.
• Coordinate logistics for site visits, conferences, and off-site meetings.

Meeting & Event Support

• Prepare agendas, materials, and briefing documents in advance of leadership and cross-functional meetings.
• Support the set-up and execution of meetings and events.
• Capture action items and follow up on deliverables on behalf of assigned executives.

Confidentiality & Judgment

• Exercise sound judgment and discretion when handling sensitive personnel, financial, or strategic information.
• Represent assigned executives' priorities accurately when acting on their behalf.
• Provide seamless backup coverage for the members of the team and their portfolio during absences or peak workload periods.
• Contribute to shared group processes (intake systems, shared calendars, documentation) established.

Required

• High school diploma or equivalent with 7+ years of relevant experience.
• 3+ years as an Executive Assistant or in a senior administrative support role ideally supporting C-suite or senior leadership.
• Demonstrated ability to manage multiple, competing priorities across two or more executives simultaneously.
• Strong written and verbal communication skills; comfortable drafting on behalf of senior leaders.
• Proficiency with Microsoft 365 (Outlook, Teams, SharePoint) and standard scheduling/travel tools.
• High degree of discretion and demonstrate trustworthiness with confidential information.

Preferred

• Experience in a research institute, life sciences, biotech, or nonprofit environment.
• Prior experience providing backup or pooled support across multiple executives.
• Familiarity with budget cycle or procurement administrative support.

Compensation:

Competitive salary and comprehensive benefits offered commensurate with experience.

About Us:

The Indiana Biosciences Research Institute (IBRI) is a first-in-class translational medicine institute dedicated to advancing life sciences in the race to eliminate disease and improve human health and life.

By connecting early-stage biotech companies with cutting-edge life science discoveries -and backed by the mission and resources of industry leaders, investors, and philanthropic partners-IBRI is successfully evolving a new, independent model to conquer disease, uniting previously fragmented forces in the quest for cures.

Carefully curating and supporting early-stage companies with investment, talent, and space, IBRI strategically accelerates drug discovery. Our work benefits from the relatively low cost of living and doing business here, allowing more resources to be directed toward science.

Fueled by the same entrepreneurial creativity as the groundbreaking scientific work we support, IBRI's labs advance research across the frontiers of diabetes, metabolic disease, Alzheimer’s disease, and rare pediatric diseases. Our ambitious public-private vision cultivates talent while efficiently bridging the gap between research-driven inquiry and profit-driven drug development.

At IBRI, cures are launched on a clear pathway to clinical trials, enabled by the combined resources and experience of our academic and industry partners, without the typical pressure to deliver rapid results for commercialization. IBRI labs pursue breakthroughs that might never happen elsewhere. Breakthroughs are happening here. Our novel financing model ensures that when discoveries are ready for clinical trials, the intellectual property is sold back to industry or spun off, creating a direct stream of revenue.

By every measure, the IBRI model demonstrates a novel approach that delivers rewards. Scientific bench work is nurtured, drug discovery is advanced, workforce development is continuous, investors see returns, and donors see impact. Most importantly, IBRI's structure and portfolio of accomplishments matter to the patients whose lives are improved or even saved by this forward-looking approach to life sciences.

IBRI is driven to bring next-generation therapies to market with an understanding of the complex pressures that often bind innovation to economics. After more than a decade, the evidence is clear: IBRI is poised to transform life sciences-and for millions of people, even life itself.

IBRI provides equal employment opportunities to all employees and applicants and does not discriminate based on age, race, color, religion, gender, sexual orientation, gender identity, gender expression, national origin, protected veteran status, disability, or any other legally protected status.