We are seeking a highly organized, proactive, and adaptable Executive Administrator to provide critical support to our CEO, CFO, Board of Directors, and broader leadership team. This role requires strong judgment, exceptional communication skills, and the ability to manage multiple priorities with professionalism and efficiency.

This position offers flexibility with remote work; however, the candidate must be Bay Area–based and able to work onsite as needed to support executive operations, meetings, and in-person activities.

Responsibilities

• Manage and prioritize the CEO and CFO’s calendars, meetings, and travel arrangements.

• Proactively brief leadership on key daily requests, priorities, and emerging issues.

• Coordinate meetings, conference calls, and Zoom sessions with internal teams, consultants, and external partners, ensuring timely communication, agendas, and updates.

• Organize team meetings, social events, and company activities.

• Partner with the Executive Admin and Office Operations teams to support Board of Directors and committee logistics, materials, and meetings.

• Manage Board communications, including distributing executive documents via DocuSign and coordinating Board and committee scheduling.

• Support document control processes, including routing Change Orders, NDAs, and contracts for review and signature.

• Evaluate vendors and assist Operations with vendor/product approval workflows for customer and clinical sites.

• Assist with internal document audits and maintain organized electronic file systems.

• Coordinate recruitment activities, including interview scheduling and candidate tracking.

• Support new-hire onboarding and offboarding (desk setup, IT coordination, scheduling, and first-day planning).

• Support the team in clinical research activities as needed.

• Take on additional responsibilities as requested by the executive team.

Qualifications

• Minimum 3 years of experience as an Executive Assistant or Office Manager; 5+ years preferred.

• Exceptional written and verbal communication skills, with strong organization and meticulous attention to detail.

• Demonstrated analytical, technical, and project management abilities; able to operate effectively under pressure and shifting priorities.

• Comfortable working in a fast-paced, collaborative environment while also capable of working independently.

• Strong time management, problem-solving abilities, and the ability to handle competing deadlines.

• Positive, adaptable, and proactive approach with a willingness to take initiative.

• Excellent judgment, professionalism, and ethical standards.

• Ability to understand both big-picture priorities and detailed operational needs.

• Experience supporting senior executives; ideally familiar with external communications and high-volume scheduling.

• Resourceful, strategic thinker able to identify challenges and recommend solutions.

• Highly accurate, detail-oriented, and capable of managing projects with multiple stakeholders.

• Proficient with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), and experienced with Adobe, DocuSign, Zoom, and Microsoft Teams.

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