Executive Assistant - Biotech

Assist World; South Africa; Remote; ZAR 998,000 - 1,997,000; Full time

Job summary

Xapply is seeking a Virtual Executive Assistant to operate closely with the CEO and Chief of Staff. You will manage inbox triage, complex calendar scheduling, travel itineraries, and AI-generated briefing packets.

This role requires a split-shift schedule and proactive handling of asynchronous communications to keep mornings ready for execution. Ideal candidates will be AI-fluent, systems-driven, and capable of proactive problem-solving with exceptional written English.

Qualifications

• 2+ years as a Virtual Assistant or Remote EA supporting C-suite executives in fast-growth startup environments.
• Advanced Gmail and Google Calendar delegation; Drive and Docs for collaboration.
• Notion databases, task tracking, and database management.
• Async communication via Slack & CRM management; AI prompting proficiency.

Responsibilities

• Inbox & triage ownership with professional replies on CEO's behalf.
• Calendar management with strict rules and prep blocks; travel/event day restrictions.
• AI-native briefings: summarize calls, extract action items, research opportunities.
• System-based task capture: log every request into Notion with assignee and due date.
• End-to-end travel logistics and cross-timezone coordination during international trips.

Skills

AI-Fluent

Systems & Process Driven

Proactive & Anticipatory

Exceptional Written English

Tools

Google Workspace

Notion

Slack

Attio CRM

Job description

Description:

We are hiring on behalf of an innovative, seed-stage biotech company building therapeutic and aesthetic solutions.

We are seeking a dedicated Virtual Executive Assistant (EA+) to operate as a core unit alongside the CEO and Chief of Staff. You will own inbox triage, complex calendar management, travel itineraries, and AI-driven briefing packets. Operating on a dedicated split-shift schedule, you will clean the inbox, resolve schedule conflicts, and prep briefing materials asynchronously so the CEO starts every morning ready to execute.

What You’ll Do

• Inbox & Triage Ownership: Perform daily inbox triage into designated categories. Draft professional replies and declines in your own name on the CEO's behalf, ensuring no unapproved messages go out under the CEO's name.




• Calendar Management & Rules Enforcement: Manage complex, high-volume Google Calendars using strict precedence rules. Ensure 25- and 50-minute meeting defaults, lock in required prep blocks alongside external pitches, and enforce zero scheduling inside travel/event days.




• AI-Native Briefings & Research: Heavily leverage AI tools (Claude, CRM/Notion automations) to build background briefs on upcoming meetings, summarize call recordings, extract action items, and perform research on networking/fundraising opportunities.




• System-Based Task Capture: Ensure every task and verbal commitment made in calls or voice memos gets logged into Notion with an assignee and due date—never letting requests live solely in Slack or text.




• End-to-End Travel Logistics: Research and book seamless travel and logistics, including managing schedule shifts during international work trips (e.g., cross-timezone adjustments).

Operating Model & Working Hours

• 5+3 Split Shift Schedule: 5 hours of live overlap (10:00 AM – 3:00 PM Pacific Time) for real-time communication, plus 3 hours of flexible async work in the early morning to clear inboxes and prepare daily briefings before the CEO's day starts.




• Time Zone Flexibility: Ability to adapt support during periodic international leadership travel across major time zone differences.

Who You Are

• AI-Fluent: You actively use Claude or ChatGPT daily to write, summarize, analyze, and structure information rapidly.




• Systems & Process Driven: You love working inside structured operating systems (Notion databases, written rules) and appreciate documented playbooks.




• Proactive & Anticipatory: You spot double-bookings, missing prep blocks, or unconfirmed calls before anyone else notices.




• Exceptional Written English: You draft clear, warm, and highly professional emails and declines that sound like a natural extension of the leadership team.

Requirements

• Experience: 2+ years as a Virtual Assistant or Remote EA supporting C-suite executives in fast-growth startup environments.




• Platform Mastery:

  
  
  
  

  • Google Workspace: Advanced Gmail, Google Calendar delegate access, Drive, Docs.

  
  

  • Notion: Database views, task tracking, and database management.

  
  

  • Slack & CRM: Async messaging, Attio CRM record management.

  
  

  • AI Assistants: Advanced prompting skills in Claude or ChatGPT.

  
  



• Discretion: Absolute confidentiality regarding investor terms, clinical/biotech context, and sensitive information.