Executive Assistant

1 week ago

South Africa, Philippines Assist World Full time $70,000 - $120,000 per year
Job Description
The Executive Assistant will support an Executive Director leading a biotech program under an umbrella company structure, with responsibilities focused on calendar management, meeting logistics, workspace scheduling, and occasional travel support. The role requires coordination with a sister company and handling confidential scheduling matters. As the program scales, there may be light support required for additional senior leaders (Executive Director level and above Key Responsibilities Calendar Management (Outlook): Schedule 1:1s, recurring team meetings, bi-weekly/monthly leadership check-ins, and cross-organization sessions. Meeting Logistics: Prepare and send Zoom links, manage rescheduling, and ensure senior stakeholders' availability across time zones (PST, CT). Workspace & Meeting Room Reservations: Use both Zoom and location-specific room-booking systems to secure spaces for confidential calls and in-office meetings. Task Tracking: Maintain a shared task list (Google Sheets or ) with statuses/ETAs for executive visibility. Cross-Company Coordination: Liaise with a sister organization to align schedules, meeting logistics, and shared office usage. Weekly Alignment Meeting: Conduct a dedicated ~30-minute touchpoint with the executive to prioritize and sync on tasks. Travel Support: Assist with occasional travel planning and booking (estimated ~once per quarter). Future Scaling: Provide limited scheduling support to additional Executive Directors and above as team expands. Communication: Use Microsoft Teams for daily check-ins, messaging, and quick coordination. Technical Requirements Mandatory Tools: Microsoft Outlook (calendar management) Zoom (video conferencing, weekly check-ins) Microsoft Teams (internal messaging) Task Management Tools: Google Sheets or (preferred) Workspace Reservation Software: Combination of Zoom booking company-specific systems (credentials provided by client) Optional / Potential: VoIP solution (e.g., Open Phone) for occasional calls Must-Have Qualifications Strong calendar management expertise (complex schedules, recurring series, cross-time zones). Proficiency in Microsoft Outlook, Zoom, and Microsoft Teams. Experience with workspace/meeting room reservation systems. Ability to handle confidential scheduling with discretion. Excellent English communication, proactive and detail-driven. Ability to work consistently during PST overlap (9:30 AM–1:30 PM PT). Comfortable maintaining a shared task tracker and providing visibility on work progress. Nice-to-Haves Familiarity with for project/task tracking. Experience with VoIP tools (e.g., Open Phone). Previous exposure to biotech, pharma, or research environments. Travel booking experience (flights, hotels, meeting logistics).

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