Executive Assistant/Chief of Staff

Description Our client, a global healthcare organization, our teams work to discover and deliver lifechanging medicines, advance the understanding and management of disease, and give back to our communities through philanthropy and volunteerism.

Role Overview This position is the most senior administrative role and serves as the Executive Assistant - Chief of Staff in direct support of the Head of a division, who is also the Vice President and Site Head of their Pasadena site. Ideal candidates bring a proven track record supporting senior leaders as a Senior Executive Assistant and/or Chief of Staff, demonstrating sound judgment, discretion, and ownership. Provide critical administrative and site support for the Pasadena location. This role is onsite in Pasadena (not remote or hybrid). Effectively manage site initiatives using corporate productivity and scheduling systems. Coordinate closely with business unit colleagues, the administrative assistant community, internal/external partners, and vendors. Be a proactive, organized, detailoriented teammate with a strong sense of urgency and followthrough.

Key Responsibilities

• Provide Chief of Staff and executive administrative support for the Vice President and broader site leadership; coordinate and manage site functions and initiatives, leading efforts independently as needed.
• Track projects and timelines; schedule, facilitate, and run regular site meetings with senior scientists; capture minutes, decisions, and progress updates for senior leadership.
• Serve as the primary administrative partner, managing calendar, meetings, travel coordination, and expense reporting.
• Proactively manage daily priorities; initiate outreach and build effective working relationships across teams and functions.
• Act as a site concierge: coordinate visitor access, facilities needs, and local logistics.
• Draft and respond to routine correspondence; assemble and handle highly confidential and sensitive information with discretion.
• Prepare and submit expense reports (including complex reports) and arrange domestic and international travel (including complex itineraries).
• Coordinate seminar series with academic centers and external researchers; support planning for external meetings and events.
• Own and maintain collaboration resources (SharePoint sites, Teams channels/pages, databases) assigned.

Basic Qualifications

• Bachelor’s degree (Science concentration preferred)
• Extensive experience as a Chief of Staff and/or senior-level Executive Assistant supporting senior management
• Must be legally authorized to work in the United States. The company does not anticipate providing sponsorship for employment visa status (e.g., H1B or TN) for this position.
• Ability to work 5 days/week onsite in the Pasadena office (typical hours 8:30 a.m.–5:30 p.m.). This is not a remote or hybrid role.

Preferred Qualifications

• Experience supporting Csuite leaders (i.e. life sciences, biotech, pharmaceuticals, medical device, medtech, technology, software, or investment banking)
• 5+ years of experience in an administrative/business support role (project tracking, scheduling) and/or as a Chief of Staff
• Strong attention to detail and excellent written and verbal communication skills
• Project management skills to coordinate initiatives across stakeholders

Inclusion & Equal Opportunity The company is dedicated to helping individuals with disabilities actively engage in the workforce and ensuring equal opportunity throughout the hiring process. If you require an accommodation to submit a resume or participate in the application process, please contact the recruiting team to request assistance.

The company is an Equal Employment Opportunity (EEO) employer and does not discriminate on the basis of age, race, color, religion, gender identity, sex, gender expression, sexual orientation, genetic information, ancestry, national origin, protected veteran status, disability, or any other legally protected status.

Compensation & Benefits Actual compensation will depend on education, experience, skills, and geographic location. Anticipated hourly wage range: $32.45–$47.60 . Eligible employees may also receive a bonus based on company and individual performance. Benefits may include health coverage (medical, dental, vision, and prescription), retirement programs (401(k) and/or pension where applicable), paid time off, leaves of absence, life insu…