We are seeking a highly capable, detail-oriented Executive Assistant to support a dynamic executive involved across multiple industries, including biotech, med-tech, agri-tech, nonprofit organizations, and both public and private companies. This role is ideal for someone who thrives in a fast-paced environment, can manage multiple priorities, and takes ownership of tasks with minimal supervision.
The Executive Assistant will play a critical role in day-to-day administrative support, document preparation, communication management, and follow-ups to ensure tasks and projects move forward efficiently and on time.
Scope of Work
The Executive Assistant will be responsible for, but not limited to, the following:
Administrative & Executive Support
Day-to-day email management, including responding to inquiries on behalf of the executive when appropriate
Calendar management, scheduling meetings, and sending reminders
Booking meetings, coordinating schedules, and following up on action items
Ensuring tasks and deliverables are completed promptly, often on the same day
Documentation & Content Support
Drafting, editing, proofreading, and refining:
Business plans
Pitch decks
Proposals
Orders and other business documents
Enhancing documents to improve clarity, professionalism, and visual presentation
Creating and polishing presentations using tools such as Power Point and Canva
Meetings & Follow-Ups
Attending Zoom meetings as needed
Capturing key discussion points, decisions, and action items (with or without AI tools)
Following up with clients, partners, or stakeholders using information gathered from meetings
AI & Productivity Support
Using AI tools to assist with writing, summaries, meeting notes, and workflows
Advising on best practices for using AI tools efficiently
General Support
Managing spreadsheets, forms, and basic data organization
Assisting with preparation of materials for meetings, clients, and partners
Supporting work across multiple industries and switching contexts as needed
Qualifications
Required Skills & Experience
Proven experience as an Executive Assistant, Administrative Assistant, or similar role
Excellent written and spoken English with strong grammar and proofreading skills
Strong ability to work independently once trained, without constant follow-ups
High level of accountability, reliability, and attention to detail
Comfortable handling multiple tasks and priorities in parallel
Proficient with AI tools and open to learning new technologies
Tech-savvy with the ability to learn new systems quickly
Preferred Attributes
Eager to learn, grow, and build a long-term working relationship
Task-oriented and proactive in ensuring work is completed
Organized, dependable, and trustworthy
Comfortable supporting an executive with a busy and varied workload
Able to work effectively while managing personal responsibilities, with appropriate support in place to ensure consistent availability during work hours
Tools & Software Required
Microsoft 365 (Word, Excel, Power Point)
Google Workspace (Gmail, Google Docs, Sheets, Forms)
Canva
Zoom
AI tools for writing, summarization, and productivity
Basic spreadsheet and document management tools
Shifts & Hours
Part-Time: Starting at a minimum of 20 hours per week
Schedule: Monday to Friday, 4 hours per day
Shift Start Time: Approximately 9:30 AM PST
Time Zone: PST alignment required, especially during the onboarding period
Potential to increase hours in the future as the role and working relationship evolve
Target Start Date:
Target start date between January 15 and the end of January
