Executive Assistant

About X-Therma: Engineering the Future of Regenerative Medicine At X-Therma, we are not just extending shelf life; we are removing time from the equation of human health. X-Therma is a commercial-stage, venture-backed biotech company pioneering the future of regenerative medicine. Headquartered in the San Francisco Bay Area, with a 20,000sqt cGMP facility and a subsidiary in Austria, we operate as a global team advancing next-generation biopreservation solutions. Featured by Nature Biotechnology as an industry trailblazer, X-Therma is redefining biopreservation. Inspired by the molecular adaptations of arctic species, our breakthrough platform overcomes the damaging effects of ice with a first-in-class, DMSO-free, non-toxic, and chemically defined antifreeze technology. By enabling the safe preservation of living biological materials, we are transforming living medicines into on-demand therapies and unlocking the full potential of regenerative medicine. Why Your Work Here Matters The current "cold chain" is broken. With 80% of transplantable organs going unused and advanced cell therapies struggling with the toxicities of traditional cryopreservatives, the field of regenerative medicine has hit a ceiling. We are here to shatter it. Our technology empowers clinicians and researchers to transport and store biological material—from kidneys to CAR‑T cells—at subzero temperatures without the structural damage of ice or the cellular stress of harsh chemicals. By joining us, you are helping dismantle the barriers of distance and time to ensure that life‑saving therapies reach every patient who needs them. A Legacy of Innovation and Achievement We are a high-growth, mission-driven team that has consistently turned "theoretical" science into "world-first" milestones supported by premier partners including DOD, CIRM, NSF, Lawrence Berkely National Labs, and Johns Hopkins: FDA Breakthrough Designation : Our XT-ViVo® and TimeSeal® platform earned the prestigious FDA Breakthrough Device Designation, recognizing its potential to revolutionize kidney preservation. Historic Transatlantic Transports : In 2024, we achieved the world’s first subzero organ transports, successfully moving kidneys across the Atlantic for 48 hours—a feat previously thought impossible. Moving Beyond DMSO : We are leading the industry shift toward safer standards with XT-Thrive, our cGMP-grade, DMSO-free cryopreservation media that maintains superior cell potency and viability. Fresh Off The Shelf Biologics : XT-Novo® + TimeSeal® Tissue is a DMSO-free, chemically defined platform solution that preserves cells, tissues, and organ constructs at -5°C in an ice-free state for multiple days. Global Recognition : From showcasing our tech at Hopkins on the Hill to being featured in Fast Company’s World Changing Ideas, our work is validated by the highest echelons of science and innovation. The Role We are seeking an exceptional Executive Assistant / Senior Executive Assistant to support a fast-moving leadership team and help scale company operations. This is a high-impact role with a direct contribution to X-Therma's mission of transforming regenerative medicine and ultimately helping save millions of lives. Beyond traditional executive support, you will serve as a trusted partner to leadership, driving execution across operations, events, finance coordination, HR processes, and quality systems. You will be a central hub of execution, ensuring priorities stay on track, teams remain aligned, and critical initiatives move forward. The ideal candidate is operationally pristine, highly organized, positive, and personable, with exceptional emotional intelligence and a genuine passion for supporting others. You anticipate needs before they arise, solve problems proactively, and take pride in helping leaders stay effective, whether coordinating complex business priorities or occasionally assisting with personal matters that enable them to focus on the company’s mission. As a highly visible ambassador of X-Therma's culture, you will embody our core values of Perseverance, Respect, Support, Dreamer, Excellence, and Integrity while helping build an environment where people can do the best work of their careers. Key Responsibilities Leadership Support Serve as a force multiplier for leadership by managing calendars, scheduling, and key company rhythms Orchestrate complex travel logistics, including international itineraries, with a focus on efficiency and cost optimization Enable high-impact external engagement by coordinating conferences, registrations, and booth logistics Personal assistant activities are a must, including basic item pickups, item returns, potentially driving executives to meetings, scheduling personal appointments, etc. Business Operations & Administration Keep day-to-day operations running seamlessly, from office management and vendor coordination to supply procurement and lunchroom organization Drive financial hygiene through reimbursements, expense tracking, and monthly reconciliation and audit support Support critical cash flow processes, including invoice preparation, routing, approvals, payment tracking, and issue resolution Legal, Compliance & Documentation Paralegal type activities Help safeguard the business by coordinating NDAs, MTAs, and other agreements through review and execution Maintain strong operational discipline through training records, SOP tracking, and audit-ready documentation Support high-quality document control processes, including formatting, versioning, and archiving People, Culture & Events Shape a positive and connected team environment through thoughtful planning, hosting, and execution of events, offsites, and team gatherings Deliver polished internal and external experiences by coordinating visitor logistics, meetings, and hospitality Support employee lifecycle processes, including onboarding, offboarding, and HR documentation Partner with HR and payroll to address employee needs and support immigration and visa workflows Logistics & Cross-Functional Coordination Act as a central connector across teams (Operations, Finance, HR, Legal, Quality), helping drive alignment and follow-through Ensure smooth execution of internal and external shipments in collaboration with Quality and operations teams Qualifications Bachelor’s degree 2+ years of experience in a related role, such as executive assistance, administration, operations Exceptional organizational skills with strong attention to detail Ability to manage multiple priorities in a fast-paced environment Strong communication skills (written and oral) with a proactive, outcome-focused mindset Excellent interpersonal skills and competencies in collaboration, conflict management and teamwork and comfortable working across functions: operations, finance, HR, and legal A strong work ethic to deliver results within timeline Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) Must be able to drive, with own vehicle Preferred Mandarin Chinese proficiency is a huge plus International / multi-culture experience Experience supporting senior executives or founders An ideal candidate will also embrace personal assistant-esque activities with enthusiasm Experience working on legal documents Familiarity with biotech, startups, or regulated environments Fast learner with flexibility and willingness to solve problems that fall outside of immediate area of expertise Able to build effective working relationships throughout the organization internally and externally to achieve goals Compensation & Benefits Salary: $75,000-95,000 per year, depending on experience Comprehensive benefits including medical, dental, vision, and basic life insurance 10+ days of paid vacation, 13 company paid holidays (bank schedule), a unique 5-day marriage leave policy, usually Christmas break 80 hours of sick time per calendar year 401(k) with employer match Employee Stock Option Plan Location & Logistics This is an on-site role based in Hercules, CA X-Therma is an Equal Opportunity Employer. X-Therma does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need. #J-18808-Ljbffr