Executive Administrative Assistant

Executive Assistant to COO

Location: Hercules, CA

Schedule: Onsite Monday–Friday 8:00 AM Start Time

Duration: 4-Month Leave Coverage (W2 Assignment)

Pay Rate: $50–$60/hour DOE

Our client is a global leader in the life sciences and diagnostics industry, developing innovative products and technologies that support scientific research, healthcare, and clinical diagnostics worldwide. They are seeking a highly organized and polished Executive Assistant to support their Chief Operating Officer in a fast-paced corporate environment.

Position Overview

The Executive Assistant to the COO serves as the operational backbone of the executive office, ensuring seamless coordination of daily activities, communications, travel, meetings, and strategic priorities. This individual will partner closely with senior leadership across Operations, Supply Chain, Manufacturing, and Quality while maintaining the highest level of professionalism and confidentiality.

Key Responsibilities

• Manage the COO’s complex and constantly evolving calendar, prioritizing meetings, resolving scheduling conflicts, and protecting critical focus time.
• Coordinate domestic and international travel arrangements including flights, accommodations, transportation, itineraries, visas, and expense reconciliation.
• Prepare agendas, presentations, briefing materials, and follow-up trackers for leadership meetings, operating reviews, and executive forums.
• Serve as the primary point of contact for the COO’s office, interacting professionally with executives, board members, customers, and external partners.
• Partner with Finance, HR, and other Executive Assistants to support town halls, headcount planning logistics, site visits, and special projects.
• Review and prioritize emails and time-sensitive communications while anticipating the needs of the COO throughout the day.
• Process expense reports and maintain compliance with corporate travel and expense policies.
• Coordinate cross-functional meetings and ensure action items are tracked through completion.

Qualifications

• Associate’s or Bachelor’s degree preferred, or equivalent professional experience.
• 5+ years of executive administrative experience supporting C-suite or senior-level executives in a fast-paced, global organization.
• Prior experience within life sciences, biotech, healthcare, manufacturing, or related industries is a plus.
• Advanced proficiency with Microsoft Office 365 including Outlook, Teams, PowerPoint, Excel, and Word.
• Experience with Concur, SAP, or similar travel and expense management systems preferred.
• Exceptional organizational, multitasking, and time-management skills with the ability to anticipate needs and adapt quickly to changing priorities.
• Strong written and verbal communication skills with a polished executive presence.
• Proven ability to handle highly confidential information with discretion and professionalism.

Additional Information

• Fully onsite position — no remote or hybrid flexibility.
• Initial Teams interview with the program sponsor.
• Ideal candidates will thrive in a fast-paced executive environment and bring a proactive, solutions-oriented mindset.