Executive Assistant

JOB TITLE: Executive Assistant to Chief Medical Officer

LOCATION:

Onsite 5 days a week – Palo Alto office

Travel up to 10% required

ABOUT THE COMPANY

Fortvita Biologics is a San Francisco Bay Area–based biopharmaceutical company advancing next-generation biologics with the goal of addressing critical health needs. Building on our foundation in oncology, we are expanding into cardiovascular and metabolic diseases, immunology, and ophthalmology, applying our scientific rigor and platform capabilities to areas of growing global health burden. Our expertise covers antibody discovery and engineering, including monoclonal, bispecific, and polyspecific antibodies, as well as antibody-drug conjugates, all supported by development strategies rooted in thoughtful design and agile execution.

Our clinical development footprint covers the U.S., Australia, and key regions across APAC and Europe, including the EU, UK, South Korea, and Japan. With more than 100 professionals across research, development, regulatory, and operations, we bring deep expertise and a global perspective to every program. Guided by our mission to transform research breakthroughs into therapeutic excellence and driven by our vision to improve lives through scientific innovation, we are committed to delivering meaningful impact for patients around the world.

Position Summary

Fortvita Biologics is seeking an experienced Executive Assistant to provide comprehensive administrative and operational support to the Chief Medical Officer (CMO) and senior leadership team. This individual will serve as a trusted partner, helping executives manage competing priorities, maintain effective communication, and coordinate activities across a fast-paced biotechnology organization.

The ideal candidate is proactive, highly organized, and resourceful, with excellent judgment and experience supporting senior executives. This role requires the ability to anticipate needs, handle sensitive information with discretion, and work effectively with internal teams and external stakeholders.

Key Responsibilities

Executive and Administrative Support

• Manage complex calendars for the CMO and designated senior leaders, prioritizing meetings and resolving scheduling conflicts based on business needs.
• Anticipate executive needs and ensure leaders are prepared for upcoming meetings, deadlines, and commitments.
• Coordinate domestic and international travel, including itineraries, transportation, accommodations, and changes to travel plans.
• Prepare and submit expense reports, reconcile expenses, and follow up on approvals in accordance with company policies.
• Draft, edit, and organize correspondence, presentations, meeting materials, and other executive documents.
• Handle confidential business, personnel, and clinical development information with sound judgment and discretion.

Meeting and Leadership Coordination

• Plan and coordinate leadership meetings, cross-functional discussions, offsites, and external stakeholder meetings.
• Prepare agendas, collect pre-read materials, and distribute meeting documents in a timely manner.
• Capture meeting notes, decisions, and action items as requested; track follow-up activities and deadlines.
• Coordinate meeting logistics, including conference rooms, virtual platforms, catering, and visitor arrangements.
• Support preparation and logistics for board meetings and other executive forums as needed.

CMO and Cross-Functional Support

• Support the CMO’s coordination with Clinical Development, Clinical Operations, Medical Affairs, Regulatory Affairs, Biostatistics, Drug Safety, and other functions.
• Coordinate meetings with external advisors, investigators, consultants, clinical partners, and other stakeholders.
• Assist with scheduling and logistics for scientific advisory meetings, medical conferences, and clinical program discussions.
• Maintain organized records, contact lists, and shared materials to support efficient communication and information access.
• Develop a working understanding of the CMO’s priorities and key clinical program milestones to inform scheduling and administrative support.

Senior Leadership and Operational Support

• Serve as a professional point of contact for the CMO and senior leadership team, facilitating timely communication across the organization.
• Balance requests from multiple leaders, clarify priorities, and communicate scheduling or resource constraints.
• Partner wi…