Executive Assistant

WHY NOETIK

NOETIK is a frontier therapeutics company harnessing AI to deeply understand human biology and redefine clinical outcomes in oncology. Leveraging the largest proprietary multimodal oncology dataset of its kind, uniquely integrating deep spatial profiling with routine clinical assays, NOETIK’s foundation AI models precisely match therapeutic targets to patient subpopulations and accurately predict clinical efficacy. This AI-first approach elevates therapeutic development from probabilistic guesswork to precision science.

THE OPPORTUNITY

At Noetik, you will work alongside a highly technical interdisciplinary team tackling hard and impactful problems. We are looking for folks that are excited to engage deeply, and also bring an immense urgency to make an impact.

We’re seeking a highly organized, proactive, and resourceful Executive Assistant to support Noetik’s executive team. This person will wear multiple hats, ranging from executive and administrative support with some operations coordination and key projects. The Executive Assistant will play a critical role in executive team activities: scheduling and preparation for board meetings, investor and business development meetings, organizing co-working weeks, annual offsite and our annual holiday event.

The ideal candidate thrives in a dynamic, fast-paced, startup environment, is comfortable working with scientists and technologists alike, adept at using technology and AI to support work efforts, and create efficiencies. This role will be primarily based in South San Francisco, with some flexibility for remote work when appropriate (minimum of 3 days a week onsite SSF). The role will report to the Chief People Officer, though will have a significant amount of work and high priority items directly with the CEO and the other members of the Executive Team (CTO, CBO, EVP, Therapeutics, and EVP/Chief AI Officer).

Key Responsibilities

Executive & Administrative Support (~50 - 70%)

• Manage complex, often multi-time zone scheduling and calendar coordination for up to six executives (Executive Team), including meetings with key external stakeholders (Board of Directors, Investors, Business Development partners and prospects, and Scientific Advisory Board)
• Organize internal and external meetings, including agenda preparation, logistics, catering, and follow up meetings, if needed. Start, maintain, copy edit and finalize ppt decks as needed for internal and external meetings.
• Assist with travel arrangements, expense reports, and document preparation for external meetings, conferences, speaking engagements, panels, etc.

Company-wide Meetings & Events (~20%)

• Participate in the planning and execution of company-wide meetings (onsite and virtual), offsites, co-working weeks, and team events - including monthly All Hands, and annual Holiday Event and other meetings and events, as needed.
• Partner with leadership and others to create engaging internal experiences that reinforce Noetik’s culture, as needed.
• Participate in the cross-company team preparing for our office expansion, redesign and eventual move into our new office space

Operations (~10%)

• Assist with specific responsibilities of day-to-day operations of the South San Francisco office and lab spaces.
• Coordinate onsite activities and ensure a welcoming, well-functioning workspace.
• Possible support vendor relationships, procurement, and basic facilities coordination (
• Assist with onboarding logistics for new employees (i.e., add new employees to Noetik calendar, d-list, collect bio, add to company meetings, etc.)
• SWAG ordering and tracking
• Tracking team member information (sizes, allergies, start dates)

Qualifications

• 8-10 years of operations, administrative or executive support experience in biotech, tech, or a related field; preferably with small company and/or start up experience.
• Proven ability and prior experience establishing trusted relationships with C-level executives; ability to maintain confidentiality and handle highly sensitive information.
• Proven experience and success managing complex calendars, scheduling across time zones, and coordinating with senior leaders and external stakeholders.
• Strong communication, organizational, and time-management skills. Strong attention to details, context of requests, understanding of the request, its importance to Noetik, and follow through.
• High degree of professionalism and discretion when handling s…