Executive Assistant

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 PowerPoint 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, PowerPoint)

• 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