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.

Why Join Assist World?

 

100% REMOTE

$50 birthday bonus

$200 testimonial bonus

NO TRACKER. NO PROBLEM

 

Important Hiring Note / Eligibility:  We are a remote-first team, but due to international payment regulations, we can only hire candidates who can receive payments via  Wise (SA, UK, US & PH) . Before applying, please ensure Wise operates and supports local bank transfers in your country of residence/bank location.

 

Regrettably, we cannot proceed with applications from regions where Wise services are unavailable.