Executive Coordinator

BioSpace; San Rafael (CA); Hybrid; USD 70,000 - 110,000; Full time

Job summary

BioSpace is seeking an Executive Coordinator to support the Senior Vice President. This onsite/ hybrid role in San Rafael, CA requires managing complex schedules, cross-functional communications, and coordinating across time zones to keep leadership aligned on priorities.

You will handle travel, expense reports, and materials while maintaining SharePoint/Teams content. The position demands discretion, judgment, and the ability to navigate ambiguity in a fast-paced biotech environment.

Qualifications

• 5–10+ years supporting senior executives (preferably SVP or C-suite).
• Experience supporting global teams and coordinating across multiple time zones.
• Experience coordinating complex travel and using expense tools (e.g., Concur).
• Comfort with confidential information and discretion in a fast-paced environment.

Responsibilities

• Own the SVP’s calendar with strategic time allocation and stakeholder management.
• Coordinate complex meetings (virtual, in person, hybrid) across regions/time zones.
• Draft, edit, and format communications and leadership materials.
• Plan and coordinate complex domestic and international travel and expenses.
• Maintain and curate team SharePoint and Microsoft Teams spaces.

Skills

Executive support

Calendar management

Time zone coordination

Communication

Microsoft 365

Education

Bachelor's Degree

Tools

Microsoft 365

Job description

Executive Coordinator, (SVP Support)

Onsite 3+ days/week in San Rafael, CA

Role summary

Reporting to the Senior Vice President, the Executive Coordinator provides high impact administrative and operational support to enable effective leadership of a global, cross functional organization spanning several internal and external partners.

You will manage complex scheduling and communications across functions and time zones, run key operating rhythms, and help the SVP’s leadership team stay aligned on priorities, decisions, and follow through. Your work will be varied and often ambiguous, requiring strong judgment, discretion, and the ability to anticipate needs in a fast-paced environment.

Key responsibilities

Executive support and time optimization

• Own the SVP’s calendar with a focus on strategic time allocation, decision making forums, and stakeholder management.
• Proactively assess meeting purpose, priority, and attendee seniority, then resolve conflicts by rescheduling, consolidating, or declining as appropriate.
• Build and maintain a forward looking view of critical milestones (for example, stage gate reviews, governance forums, leadership meetings, external partner touchpoints).

Meeting and operating rhythm management

• Coordinate complex meetings (virtual, in person, hybrid) across regions and time zones, including agenda planning, pre reads, materials distribution, and logistics.
• Support the SVP’s leadership team operating cadence (staff meetings, 1:1s, site and partner reviews, quarterly planning, business reviews).
• Capture decisions and action items when requested, track follow up, and ensure owners and deadlines are clear.

Cross functional coordination and communications

• Serve as a liaison between the SVP and senior stakeholders across internal and external partners.
• Manage incoming and outgoing communications with appropriate urgency and confidentiality.
• Draft, edit, and format communications and materials, including org updates, meeting summaries, and leadership ready content.

Travel, expenses, and administrative operations

• Plan and coordinate complex domestic and international travel, including itineraries that account for multi site schedules and time zone transitions.
• Prepare and submit expense reports in compliance with policy and within required timelines (Concur or equivalent).
• Coordinate IT and equipment requests, access needs, and onboarding logistics for new hires within the organization.
• Maintain distribution lists and shared resources to support team communications.

Content and collaboration tools

• Own routine updates to the team’s SharePoint and Microsoft Teams spaces, including document hygiene, key links, leadership materials, and onboarding resources.
• Support compilation and light editing of presentations and meeting materials (PowerPoint, Word, Excel) to a leadership ready standard.

Culture and team support

• Partner with leadership to plan team events, recognition moments, and engagement activities that strengthen connection across a distributed organization (within approved budgets and guidelines).

Skills And Qualifications

What success looks like

• You reliably protect the SVP’s time and attention, and you prevent avoidable conflicts and last minute surprises.
• You bring order to complexity, and you make it easier for senior leaders to prepare, decide, and execute.
• You handle sensitive information with discretion and sound judgment.
• You communicate clearly, move quickly, and follow through.

Required Capabilities

• Strong executive support capability, including complex calendar management for senior leaders in a matrixed organization.
• Excellent written and verbal communication, with confidence interacting at all levels.
• High accountability, urgency, and attention to detail, especially under time pressure.
• Strong judgment and discretion with confidential, proprietary, and potentially regulated information.
• Ability to operate independently, anticipate needs, and manage multiple priorities without close oversight.
• Strong proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint, SharePoint).

Experience

• 5–10+ years supporting senior executives, ideally including direct support to SVP or C suite leaders.
• Experience supporting global teams and coordinating across multiple time zones.
• Experience coordinating complex travel and working with expense tools such as Concur.

Preferred

• Experience in biotech, pharma, medical device, or other regulated environments.
• Comfort supporting technical or scientific organizations and working with technical stakeholders.
• Experience managing leadership team operating rhythms (business reviews, planning cycles, governance forums).

Education

Bachelor’s Degree Preferred, Or Equivalent Experience.

Location and work model

This role is hybrid, requiring 3+ days Onsite/week in San Rafael, CA

Note: This description is not intended to be all-inclusive, or a limitation of the duties of the position. It is intended to describe the general nature of the job that may include other duties as assumed or assigned.

Equal Opportunity Employer/Veterans/Disabled

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.