Executive Assistant, Global Operations – Life Sciences

Jobtailor; South San Francisco (CA); On-site; USD 90,000 - 140,000; Full time

Job summary

Jobtailor is seeking an experienced Executive Assistant to support two Vice Presidents in Global Life Sciences Solutions Operations. This role requires managing complex calendars across multiple time zones, coordinating international travel and visa logistics, and ensuring seamless communication within a fast-paced, global team.

The ideal candidate has a Bachelor’s degree in Business Administration with 5+ years supporting senior leadership, exceptional organizational skills, and a proven

Qualifications

• High school diploma or Bachelor’s degree with experience supporting senior leadership.
• Advanced proficiency with Microsoft Outlook, PowerPoint, Excel, Word and Teams.
• Superior organization and time management; able to handle multiple priorities.
• Excellent written and verbal communication with discretion and professionalism.
• Experience managing confidential information and working in a global setting.
• Ability to coordinate complex calendars across multiple time zones and travel logistics.
• Strong problem-solving, project management and event planning capabilities.

Responsibilities

• Support two Vice Presidents in Global Life Sciences Solutions Operations.
• Serve as a trusted partner to executives and coordinate complex calendars across time zones.
• Coordinate international travel, detailed logistics, and visa requirements.
• Ensure seamless communication across the organization and handle confidential information.
• Collaborate with teams, coordinate meetings and events, and manage special projects through completion.
• Provide outstanding administrative support to enable strategic focus.

Skills

Executive support

Calendar management

Travel logistics

Communication skills

Project management

Education

Bachelor's degree in Business Administration

Tools

Microsoft Office Suite

Concur

Job description

• Support two Vice Presidents in Global Life Sciences Solutions Operations
• Serve as a trusted partner to executives
• Manage complex calendars across multiple time zones
• Coordinate international travel, detailed logistics, and visa requirements
• Ensure seamless communication across the organization
• Handle confidential and sensitive information
• Collaborate with teams and coordinate meetings and events
• Manage special projects through completion
• Provide outstanding administrative support so executives can focus on strategic priorities

Requirements

• High school diploma required with minimum of five (5) years of executive administrative experience, or Bachelor's Degree plus two (2) years of executive assistant experience supporting senior leadership
• Preferred Fields of Study: Business Administration, Secretarial Science or related field
• Expert proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Word, Teams)
• Outstanding organizational and time management skills with the ability to manage multiple competing priorities
• Strong written and verbal communication skills with exceptional attention to detail and professional presence
• Demonstrated ability to handle highly confidential and sensitive information with discretion and sound judgment
• Exceptional interpersonal skills with the ability to interact effectively with all levels of the organization, including senior leadership
• Experience managing complex calendars across multiple time zones
• Experience coordinating complex international travel and detailed logistics, including managing visa requirements
• Proficiency with expense management systems (e.g., Concur) and virtual meeting platforms
• Proven ability to work independently, anticipate needs, and proactively solve problems
• Strong project management and event planning capabilities
• Collaborative mindset with the ability to work effectively in a global, matrixed environment and build cross-functional relationships
• Ability to adapt quickly in a fast-paced, dynamic environment with shifting priorities
• Flexibility to support global teams and occasionally work outside standard business hours
• Must be legally authorized to work in the United States without sponsorship
• Must be able to pass a comprehensive background check, including a drug screening

Core Competencies

Demonstrates expert proficiency in Microsoft Office Suite and exceptional organizational skills to manage complex calendars and international travel logistics. Proven ability to handle confidential information with discretion while providing outstanding administrative support to senior leadership.

Highest-signal resume keywords

• Expert Proficiency In Microsoft Office Suite
• Complex Calendar Management
• International Travel Coordination
• Strong Written And Verbal Communication Skills
• Project Management And Event Planning

ATS Optimization Keywords

Hard Skills

• Executive Administrative Experience
• Calendar Management
• Travel Logistics Coordination
• Expense Management Systems
• Project Management
• Event Planning

Soft Skills

• Outstanding Organizational Skills
• Attention To Detail
• Interpersonal Skills
• Problem-Solving Skills
• Collaborative Mindset

Industry Keywords

• Confidential Information Handling
• Senior Leadership Support
• Global Operations
• Matrixed Environment
• Fast-Paced Environment

Tools & Technologies

• Microsoft Outlook
• Microsoft PowerPoint
• Microsoft Excel
• Microsoft Word
• Microsoft Teams
• Concur