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ARS Pharmaceuticals, a fast-growing innovative biopharma company, is seeking an experienced Executive Assistant to provide high-level administrative and operational support to the CEO and Executive Leadership Team. The role serves as a strategic extension of the CEO office, acting as a primary liaison between executive leadership, the Board of Directors, cross-functional teams, and external stakeholders.
Key responsibilities include managing the CEO's complex, rapidly changing calendar while anticipating scheduling conflicts and prioritizing high-impact commitments. You will coordinate all travel arrangements (domestic and international), ground transportation, detailed itineraries, and expense reporting. The role requires serving as a strategic gatekeeper, prioritizing incoming requests and communications to protect executive time and focus.
Board and governance support is central to this position. You will coordinate Board and Committee meetings, including calendar management, site logistics, catering, and secure material distribution. Responsibilities include drafting and assembling board decks, governance documents, meeting agendas, and official minutes, as well as tracking executive action items to ensure timely cross-functional execution.
Additional duties encompass planning and executing C-suite offsites, corporate all-hands meetings, investor event logistics, and key company-wide functions. You will assist with logistics and scheduling for quarterly earnings calls, investor conferences, and high-level partner meetings. The role also involves reviewing and processing invoices, vendor agreements, and purchase orders for the executive department, while maintaining highly confidential company records with absolute discretion.
The ideal candidate brings 8–10+ years of administrative support experience, with at least 5 years supporting C-level executives (CEO preferred) in biotechnology, pharmaceutical, or life sciences. A bachelor's degree in business administration is preferred. You should demonstrate proficiency in executive administration, calendar management, travel coordination, and meeting planning, with strong organizational skills and meticulous attention to detail. Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint), SharePoint, and cloud collaboration tools (MS Teams, Zoom) is required. Experience with Concur or similar expense software is a plus. The successful candidate will thrive in a fast-paced, high-growth environment, manage multiple priorities effectively, and maintain the highest level of integrity when handling sensitive, confidential information.
