Executive Assistant (Biotech Program Support)
Philippines / South Africa
VA/EA – Operations /
Virtual Assistant / Part - Time /
Remote
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 Monday.com) 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 Monday.com (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 Monday.com 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).
$500 - $800 a month
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