Executive Assistant to the CEO

Fully Remote | Full Time | AI Biotechnology | Supports the Founder and CEO, reports to the VP of Operations

Compensation: $125,000 to $150,000 depending on experience | West Coast hours preferred

About the Company

Our client is an AI driven biotechnology company building the data and models that help drug developers identify the best targets for their programs, accelerating the discovery of treatments for some of the hardest diseases in medicine. They move fast, think differently, and operate at the frontier of AI and biology.

The company is in a period of real growth. The team has gone from four people to twelve, the board and investors are happy with the trajectory, and a fundraise is about to kick off. This is a genuine ground floor seat at a company that is scaling right now. (Company name is shared with candidates who advance in the process.)

Position Summary

We are seeking an exceptional Executive Assistant to serve as the right hand to the founder and CEO. This role is deliberately broader than a traditional executive assistant seat. It pairs high level support of the CEO with real ownership of operational functions across finance, contracts, people operations, communications, and general business operations. Roughly eighty percent of the work is professional and operational, and twenty percent is personal support.

You will be the operational center of gravity around one of the most driven leaders in the industry. The CEO does not like long meetings and communicates primarily over Slack and email, so this is not a role where someone hands you a task list. You are expected to read the room, read the thread, and know what needs to happen next.

This is not a role for someone looking to coast. The CEO operates at an extremely high standard and moves at a relentless pace. The right person is energized by that. If you are always several steps ahead and take pride in flawless execution, you will do the best work of your career here.

What Success Looks Like

You connect the dots without being handed all of them

This is the single most important quality in this role. Information will be incomplete. You will be copied on a thread with no instruction attached and be expected to work out what it means for the CEO and what you need to do about it. The best people in this seat gather the facts first, then act, rather than answering quickly and correcting later.

You are proactive rather than responsive

You are not waiting for the ask. You see the problem forming, you solve it, and the CEO learns about it after it is already handled.

You own outcomes, not tasks

The operational side of this role is yours to run. Invoices get paid, contracts get signed, vendors get answered, and the website stays current because you carry them to completion, not because someone reminded you.

You stay composed

The pace is high and the standard is exacting. You do not get flustered, you do not take directness personally, and you stay professional under pressure.

You present well

You bring the CEO clean, clear, well organized information. How you package an answer matters as much as the answer.

Executive Support

- Act as a true extension of the CEO across both professional and personal domains. - Own and orchestrate a complex, constantly shifting calendar across time zones, protecting the CEO’s time and priorities. Scheduling volume in this role is heavy. - Manage inbox, communications, and follow ups on the CEO’s behalf with sound judgment and discretion. - Draft, edit, and polish emails, presentations, memos, and reports on behalf of the CEO. - Coordinate and run board meetings end to end, including agendas, briefing materials, and follow up action items. - Plan leadership offsites, investor meetings, strategic planning sessions, and team events. - Compile and build business development and investor slides, particularly with a fundraise starting. - Coordinate domestic and international travel, meeting logistics, and event preparation. - Manage conference and speaking engagement registration and logistics, and keep the CEO’s professional network, contacts, and LinkedIn current. - Serve as a liaison between the CEO and internal teams, investors, partners, and external stakeholders. - Manage confidential and sensitive information with complete discretion.

Operations Support

This is a substantial and defining part of the role. The company runs lean, so the person in this seat is a genuine operational resource for the business rather than support for one executive alone. You will work closely with the VP of Operations across the functions below.

Finance and Procurement

- Process purchase orders and route them for approval. - Submit and track invoices through to payment and reconciliation, and pay bills through Ramp. - Support vendor management and finance workflows, keeping documentation accurate and current.

Contract Administration

- Coordinate the routing and execution of contracts, non disclosure agreements, statements of work, and amendments. - Track contract status, manage reviews, and maintain organized, audit ready records. - Work with legal, finance, and department leads to keep everything moving on time.

People Operations and Recruiting

- Support the company’s recruiting engine. There is no internal HR function, so this role coordinates candidate scheduling for technical searches, follows the interview protocol, and makes sure the right forms are attached to the right candidate in the applicant tracking system. - Run onboarding and offboarding logistics, including scheduling, documentation, and equipment. - Maintain people files and assist with compliance requirements. - Help coordinate internal communications and employee engagement.

Marketing, Communications, and Web

- Assist with social media posting and scheduling alongside communications and marketing. - Update the company website, including job postings, team bios, and news items. - Support public relations and investor communications logistics, such as media kits and inquiries.

General Operations and Systems

- Coordinate with vendors and service providers as needed. - Manage software accounts, internal documentation, and operational workflows. - Serve as a cross functional resource for operational questions and coordination. - Drive process improvement. Where something is manual and repetitive, you build the better way to do it.

Personal Support

Approximately twenty percent of the role keeps the CEO’s life running smoothly so her attention stays on the company.

- Manage personal appointments, household tasks, and family scheduling. - Oversee prescription refills, medical appointments, insurance forms, reimbursement claims, and communication with healthcare providers. - Coordinate with the CEO’s financial advisors on documentation and secure access needs. - Arrange personal and family travel, including accommodations and itineraries. - Liaise with household staff, vendors, and service providers. - Provide flexible, responsive help with whatever comes up, always with discretion.

Qualifications

- Five or more years supporting a senior executive, founder, or high profile principal in a demanding, fast paced setting. - Demonstrated experience supporting or coordinating business operations such as finance, people operations, legal, or communications. This is a firm requirement rather than a nice to have. - Startup or early stage experience, with genuine comfort in an all hands on deck environment where roles are not tidy. - Obsessive attention to detail. You catch what others miss and nothing slips. - Confidence and self assurance. You can hold your own with a demanding executive, ask a direct question, and stand behind your work without second guessing yourself. - Exceptional organization and the ability to juggle competing priorities without dropping a thing. - Calm, composed, and resourceful under pressure, with the resilience to work with a range of personalities and communication styles. - Outstanding written and verbal communication. - Strong judgment, discretion, and a high sense of ownership. - Comfortable blending professional and personal responsibilities. - Highly responsive and available in a role that does not fit neatly into a nine to five schedule. - Self directed and reliable in a fully remote environment. - Technology, biotechnology, or life sciences exposure is a plus but is not required.

Technical Requirements

This is a genuinely technical support role and the requirements below are not negotiable.

- Fluent on Mac. This is a Mac environment, not Windows. - Expert in Google Workspace, specifically Docs, Sheets, Slides, Gmail, and Calendar. Microsoft Office fluency does not substitute. - Genuinely comfortable with technology. Not afraid of computers, quick to pick up new tools, and able to troubleshoot without hand holding. - Real document production skills. You can format a document properly, meaning headings, margins, tabs, styles, and a clean professional layout, without needing to be shown. - Slack fluency, since it is the CEO’s primary channel. - Comfortable working inside an applicant tracking system. The company uses Ashby. - Ramp or comparable expense and bill pay platform experience. - Familiarity with Keynote, Docsend, website content management tools, and virtual meeting and travel platforms is a plus.

Why This Role

You will work side by side with a visionary leader at the cutting edge of AI and biotechnology, with a front row seat to how a company gets built, funded, and scaled. The operational scope means you will touch nearly every function in the business, which is rare exposure for an executive support professional. For someone who is exceptional at what they do and wants a role where their excellence genuinely matters, this is a rare opportunity.

Our client is an equal opportunity employer and is committed to an inclusive environment for all employees.