Senior Executive Assistant

Mahler Private Staffing; Wisconsin; Hybrid; USD 125,000 - 145,000; Full time

Job summary

Mahler Private Staffing seeks an experienced Senior Executive Assistant to support the CEO of a growing life sciences and biotechnology company. This role requires exceptional organizational skills, proactive problem solving, and the ability to manage multiple priorities in a fast-paced environment.

You will coordinate calendars, travel, communications with partners and internal teams, prepare materials, and support business development and corporate operations.

Qualifications

• Significant experience supporting C-suite executives in fast-paced environments.
• Exceptional organizational, communication, and project coordination skills.
• Proficiency in Microsoft 365 including Outlook, Word, Excel, PowerPoint, Teams.
• Tech-savvy with productivity platforms and AI tools such as ChatGPT or Claude.
• Experience in life sciences/biotech preferred but not required.

Responsibilities

• Provide high-level executive support to the CEO, managing calendars, meetings, correspondence, and travel coordination.
• Coordinate communications, meetings, and follow-up with customers, distributors, international partners, and internal teams.
• Track multiple initiatives, deadlines, and deliverables to keep projects advancing.
• Prepare, edit, and refine executive presentations, reports, and professional correspondence.
• Assist with real estate and property-related coordination when needed.
• Anticipate needs and proactively manage follow-through across responsibilities.

Skills

C-suite support

Calendar management

Communication

Project coordination

Microsoft 365

AI tools

Tools

Microsoft 365

Job description

Mahler Private Staffing is seeking an experienced, highly organized, and proactive Senior Executive Assistant to support the CEO of a growing life sciences and biotechnology company. This is an exceptional opportunity for a sophisticated executive support professional who thrives in a dynamic environment, enjoys managing multiple priorities, and takes pride in anticipating needs and ensuring seamless follow-through.

The ideal candidate is resourceful, intellectually curious, technologically proficient, and capable of working independently while supporting a busy executive whose responsibilities span business development, international partnerships, strategic initiatives, and corporate operations.

Key Responsibilities

• Provide high-level executive and administrative support to the CEO, managing complex calendars, meetings, correspondence, and travel coordination.
• Coordinate communications, meetings, and follow-up with customers, distributors, international business partners, and internal teams.
• Track multiple business initiatives, deadlines, and deliverables, ensuring projects move forward efficiently.
• Facilitate the administrative coordination of business agreements, including document revisions, approvals, signatures, and communication with legal and other professionals.
• Prepare, edit, and refine executive presentations, reports, marketing materials, and professional correspondence.
• Conduct research, organize business information, and prepare client and partner profiles to support business development activities.
• Utilize technology, project management platforms, and AI tools to streamline workflows and improve productivity.
• Coordinate periodically with property managers, architects, contractors, and other service providers regarding real estate and property-related projects.
• Assist with select personal and family scheduling and coordination as needed.
• Anticipate needs, establish priorities, and proactively manage follow-through across a wide range of responsibilities.

Qualifications

• Significant experience supporting C-suite executives, entrepreneurs, or senior business leaders in a fast-paced, sophisticated professional environment.
• Exceptional organizational, communication, and project coordination skills, with the ability to independently manage competing priorities.
• Strong proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.
• Technologically savvy, with experience using modern productivity platforms, project management software, and AI tools such as ChatGPT or Claude.
• Experience in life sciences, biotechnology, healthcare, or another technically sophisticated industry preferred but not required.
• Intellectual curiosity, strong learning agility, and the ability to quickly understand unfamiliar business concepts and coordinate effectively with subject matter experts.
• Excellent written communication skills and the ability to produce polished, professional executive-level materials.
• Strong attention to detail, sound judgment, discretion, and a proactive, solutions-oriented approach.
• Familiarity with real estate, property management, construction, or development is a plus.
• Ability to successfully complete background screening and applicable training related to confidential and controlled business information.

Schedule & Compensation

This is a full-time, primarily remote position with periodic in-person collaboration in the Lake Country/Madison, Wisconsin area, generally once weekly or every other week. Candidates should reside within reasonable commuting distance.

Flexibility for early-morning communication is preferred to accommodate international business activities. Occasional availability outside standard business hours may be necessary for urgent matters or travel-related coordination. Periodic travel may be an option.

Compensation is $125,000–$145,000 annually, commensurate with experience and qualifications, plus a comprehensive benefits package.

This is a unique opportunity for a dedicated, forward-thinking professional seeking a long-term role supporting a dynamic executive, with the potential for expanded responsibilities as the organization continues to grow.

Qualified candidates are invited to apply for consideration. All inquiries will be handled with the utmost confidentiality.

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Our Story:

Mahler Private Staffing works with America’s leading families to find experienced private domestic staffing professionals for their homes and family offices. We take a personalized approach and work to get to know our candidatesas well as we know our clients, so we can make lasting, long-term placements.

Due to the overwhelming number of applicants, we regret that we are unable to provide individual responses. Rest assured that selected candidates will be personally contacted for further consideration. We would like to emphasize that there are no fees associated with the application process for applicants.