Executive Assistant - Biotech

We are hiring on behalf of an innovative, seed-stage biotech company building therapeutic and aesthetic solutions. We are seeking a dedicated Virtual Executive Assistant (EA+) to operate as a core unit alongside the CEO and Chief of Staff. You will own inbox triage, complex calendar management, travel itineraries, and AI-driven briefing packets. Operating on a dedicated split-shift schedule, you will clean the inbox, resolve schedule conflicts, and prep briefing materials asynchronously so the CEO starts every morning ready to execute. What You’ll Do - Inbox & Triage Ownership: Perform daily inbox triage into designated categories. Draft professional replies and declines in your own name on the CEO's behalf, ensuring no unapproved messages go out under the CEO's name. - Calendar Management & Rules Enforcement: Manage complex, high-volume Google Calendars using strict precedence rules. Ensure 25- and 50-minute meeting defaults, lock in required prep blocks alongside external pitches, and enforce zero scheduling inside travel/event days. - AI-Native Briefings & Research: Heavily leverage AI tools (Claude, CRM/Notion automations) to build background briefs on upcoming meetings, summarize call recordings, extract action items, and perform research on networking/fundraising opportunities. - System-Based Task Capture: Ensure every task and verbal commitment made in calls or voice memos gets logged into Notion with an assignee and due date—never letting requests live solely in Slack or text. - End-to-End Travel Logistics: Research and book seamless travel and logistics, including managing schedule shifts during international work trips (e.g., cross-timezone adjustments). Operating Model & Working Hours - 5+3 Split Shift Schedule: 5 hours of live overlap (10:00 AM – 3:00 PM Pacific Time) for real-time communication, plus 3 hours of flexible async work in the early morning to clear inboxes and prepare daily briefings before the CEO's day starts. - Time Zone Flexibility: Ability to adapt support during periodic international leadership travel across major time zone differences. Who You Are - AI-Fluent: You actively use Claude or ChatGPT daily to write, summarize, analyze, and structure information rapidly. - Systems & Process Driven: You love working inside structured operating systems (Notion databases, written rules) and appreciate documented playbooks. - Proactive & Anticipatory: You spot double-bookings, missing prep blocks, or unconfirmed calls before anyone else notices. - Exceptional Written English: You draft clear, warm, and highly professional emails and declines that sound like a natural extension of the leadership team. Requirements - Experience: 2+ years as a Virtual Assistant or Remote EA supporting C-suite executives in fast-growth startup environments. - Platform Mastery: - Google Workspace: Advanced Gmail, Google Calendar delegate access, Drive, Docs. - Notion: Database views, task tracking, and database management. - Slack & CRM: Async messaging, Attio CRM record management. - AI Assistants: Advanced prompting skills in Claude or ChatGPT. - Discretion: Absolute confidentiality regarding investor terms, clinical/biotech context, and sensitive information.