Executive Assistant to CEO & ELT

ARS Pharmaceuticals Operations, Inc.; San Diego (CA); On-site; USD 130,000 - 145,000; Full time

Benefits offered by this job

Equity

401k matching

Excellent benefits (medical/dental/ves

Job summary

ARS Pharmaceuticals is seeking an Executive Assistant to deliver high‑level administrative and operational support to the CEO and ELT. This role requires hybrid work with onsite presence at our Carmel Valley Corporate Office in San Diego.

The ideal candidate has 8–10+ years in executive support within biotech or life sciences, a BA in business admin, and strong calendar, travel, and communication skills. Manage confidential files, board materials, and cross‑functional coordination.

Qualifications

• 8–10+ years of admin support, 5+ years with C‑level executives in life sciences.
• Bachelor’s degree preferred; strong organizational systems and workflows.
• Proficient in calendar, travel, meetings, and executive support.

Responsibilities

• Manage CEO calendar, travel, and expense reporting with proactive prioritization.
• Support ELT, draft board decks, agendas, and minutes; track action items.
• Coordinate offsites, earnings calls, and investor meetings.
• Process invoices, vendor agreements, and purchase orders with discretion.

Skills

Executive calendar management

Travel coordination

Board & ELT support

Project coordination

Attention to detail

Communication skills

Multitasking under pressure

Integrity & confidentiality

Education

Bachelor's degree in business administration

Tools

Microsoft Outlook

Word

Excel

PowerPoint

SharePoint

MS Teams/Zoom

Concur

Job description

ARS Pharmaceuticals is a fast-growing, innovative company dedicated to transforming the treatment of severe allergic reactions withneffy®,thefirst and only FDA-approved needle-free epinephrine product. If you’re motivated to make a meaningful impact, this is your opportunity to join a collaborative, entrepreneurial, and inclusive culture.

JOB SUMMARY:

The Executive Assistant provides high-level, confidential administrative and operational support to the Chief Executive Officer, while also delivering strategic administrative support to members of the Executive Leadership Team (ELT) as needed. Serving as an extension of the CEO office, this role acts as a primary liaison between executive leadership, the Board of Directors, cross-functional teams, and key external stakeholders in a fast-paced corporate environment. This role is a hybrid work environment requiring an onsite presence at our Corporate Office in the Carmel Valley area of San Diego.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Executive Support & Calendar Management:

• Manage and optimize the CEO’s complex, rapidly changing calendar, anticipating scheduling conflicts and prioritizing high-impact commitments.
• Provide targeted calendar, travel, and administrative support to designated C-suite/ELT members as needed.
• Direct end-to-end travel arrangements (domestic/international), ground transportation, detailed itineraries, and expense reporting.
• Serve as strategic gatekeeper, prioritizing incoming requests, mail, and communications to protect executive time and focus.

Board of Directors & Leadership Support:

• Coordinate Board and Committee meetings, including calendar management, site logistics, catering, and secure material distribution.
• Draft, format, and assemble board decks, governance documents, meeting agendas, and official minutes.
• Track executive action items following Board and ELT meetings to ensure timely cross-functional execution.

Special Projects & Executive Operations

• Plan and execute C-suite offsites, corporate all-hands meetings, investor event logistics, and key company-wide functions.
• Assist with logistics and scheduling for quarterly earnings calls, investor conferences, and high-level partner meetings.
• Review and process invoices, vendor agreements, and purchase orders (POs) for the executive department.
• Maintain highly confidential company records, files, and contracts with absolute discretion.

EDUCATION AND EXPERIENCE:

• Experience: 8–10+ years of administrative support experience, with at least 5 years supporting C-level executives (CEO preferred) in the biotechnology, pharmaceutical, or life sciences industry.
• Bachelor’s degree in business administration preferred
• Experience developing organizational systems, workflows, and process improvements
• Proficient in executive administration, calendar management, travel coordination, meeting planning, and executive support
• Strong organizational skills, attention to detail, and ability to manage multiple priorities
• Proficiency with Microsoft (Outlook, Word, Excel, PowerPoint), SharePoint, and other cloud collaboration tools. (MS Teams/Zoom)

KNOWLEDGE, SKILLS, AND ABILITIES:

• Anticipate executive needs, remove administrative obstacles, and support effective decision-making
• Ability to thrive in a fast-paced, high-growth environment
• Strong project management and collaboration skills
• Exceptional organization, time management, and prioritization skillsAbility to influence, coordinate, and drive accountability across teams
• Excellent written and verbal communication skills
• Ability to function independently and under pressure
• Familiarity with Concur or other types of expense software for travel and expense reporting
• High level of integrity and ability to appropriately manage sensitive, confidential information
• Ability to learn quickly, flexibility, enthusiasm, and a proactive approach to departmental support

At ARS, we are proud to offer a highly competitive compensation & benefits package.

The full-time salary range for this posted position is $130,000 to $145,000 and may be eligible for a discretionary annual performance bonus. Actual pay rates are determined by considering multiple factors including qualifications, relevance of experience, education & credentials, subject matter expertise, and other job-related factors permitted by law.

This position is also eligible for Equity, 401k matching, and our excellent benefits package including 100% employer paid Medical, Dental & Vision for employees. View the full package here:ARS Careers Page

ARS Pharmaceuticals believes in Equal Opportunity for all and is committed to ensuring all individuals, including individuals with disabilities, have an opportunity to apply for those positions that they are interested in and qualify for without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristic. ARS Pharmaceuticals is also committed to providing reasonable accommodation to qualified individuals so that an individual can perform their job-related duties. If you are interested in applying for an employment opportunity and require special assistance or an accommodation to apply due to a disability, please contact us at [e-mail]

The position will be posted until a final candidate is selected for the requisition or the requisition has a sufficient number of applications.