Executive Assistant to Head of Commercial Ops (Hybrid)

Nortia Staffing - Human Resources, Accounting and Administrative Staffing; Redwood City (CA); Hybrid; USD 45,000 - 76,000; Full time

Job summary

Publicly Traded Pharmaceutical Company in Redwood City, CA seeks an Executive Assistant to support the Head of Commercial Operations. This is a 6+ month contract to hire role with pay up to $55/hr and a 4-days-onsite requirement (1 day remote).

Responsibilities include calendar and meeting management, travel planning, presentation support, onboarding, vendor coordination, expense processing, and cross‑functional collaboration with senior leaders across regions.

Qualifications

• 10+ years supporting at the executive level.
• Proven experience in an administrative assistant, executive assistant, or similar role.
• Strong organizational, planning, and multitasking skills with attention to detail.
• Excellent written and verbal communication and interpersonal skills.
• Proficiency in MS Office applications (Outlook, Word, Excel, PowerPoint).
• Experience coordinating complex travel, meetings, events, and expense reporting.

Responsibilities

• Provide day-to-day administrative support to senior leaders and teams across regions and time zones.
• Schedule meetings, manage rooms, arrange catering and AV, and organize offsite events.
• Coordinate domestic and international travel, including flights, hotels, transport, visas, and reservations; occasional evenings/weekends.
• Prepare and format presentation materials, PowerPoint decks, reports, and documents.
• Coordinate interviews for full-time, temporary, and consulting roles; assist onboarding.
• Assist drafting and processing consulting agreements and MSAs with Legal and Procurement.
• Assist with expense reports, receipt reconciliation, and credit card statement reviews.
• Collaborate across functions to plan meetings, events, and launch activities.
• Build relationships with partners and vendors to anticipate needs and resolve logistics.

Skills

Executive support

Organizational skills

Communication skills

Time management

Travel coordination

Stakeholder management

Tools

MS Word

Excel

PowerPoint

Outlook

Applicant Tracking Systems

Job description

Publicly Traded Pharmaceutical Company in Redwood City, CA seeks an Executive Assistant to support the Head of Commercial Operations. This is a 6+ month contract to hire role with pay up to $55/hr and a 4-days-onsite requirement (1 day remote).

Responsibilities include calendar and meeting management, travel planning, presentation support, onboarding, vendor coordination, expense processing, and cross‑functional collaboration with senior leaders across regions.