Executive Assistant to Chief Executive Officer

Job Title - Executive Assistant to CEO, COO and EVP of Global Commercial Operations

Work Location - Hercules, CA - 100% ONSITE - NO NEGOTIATIONS

Shift - 8 AM to 5 PM - Monday to Friday

Duration - 4 months

Pay - $50/hour to $60 / Hour depending on experience

We are hiring an Executive Assistant for a four-month assignment to support the CEO, COO, and EVP, Global Commercial Operations.

The day typically begins with reviewing executives’ calendars, triaging overnight emails, and flagging time-sensitive items ahead of the first meeting. Throughout the day, the Executive Assistant partners with senior leaders across the organization to schedule cross-functional meetings, prepare briefing materials and agendas, and capture follow-ups.

Afternoons often focus on booking complex domestic and international travel, processing expense reports, preparing presentations and board-ready materials, and coordinating with other executive assistants to align leadership meetings. The day concludes by confirming the next day’s priorities with the executive team and ensuring all logistics are in place.

How You’ll Make An Impact:

1. Manage the Executive Team’s complex, shifting calendars by prioritizing meetings, resolving conflicts, and protecting focus time.
2. Coordinate end-to-end domestic and international travel, including flights, hotels, ground transportation, visas, and agendas; reconcile expenses in compliance with client’s T&E policy.
3. Prepare meeting materials, agendas, and follow-up trackers for Executive staff meetings, operating reviews, and cross-functional leadership forums; capture action items and drive them to closure.
4. Serve as the primary point of contact for the Executive Team’s office, interfacing professionally with internal executives, board members, customers, and external partners while maintaining strict confidentiality.
5. Partner with Finance, HR, and other EAs to support headcount planning logistics, town halls, site visits, and Executive-sponsored special projects

What You Bring:

1. Education: Associate’s or Bachelor’s degree preferred, or equivalent professional EA experience.
2. Work Experience: 5+ years of executive administrative experience supporting C-suite or senior executives, ideally in a global, matrixed organization (life sciences, biotech, or diagnostics a plus).
3. Advanced proficiency in Microsoft Office 365 (Outlook, Teams, PowerPoint, Excel, Word) and comfort with Concur, SAP, or similar expense/travel systems.
4. Exceptional organizational and time-management skills with proven ability to juggle competing priorities, anticipate needs, and operate with discretion on highly confidential matters.
5. Strong written and verbal communication skills; polished executive presence when interfacing with board members, customers, and senior leaders.