Bloom Talent · 1 week ago
Executive Assistant to CEO and Chief of Staff at Global Biopharma Company
United States
Full-time
Remote
Senior Level, Lead/Staff
10+ years expBloom Talent is a global biopharma company focused on neuroscience and oncology, seeking a seasoned Executive Assistant to support the Office of the CEO. The role involves managing complex calendars, coordinating travel logistics, and providing comprehensive support to the CEO and Chief of Staff, while ensuring efficient workflows and strategic prioritization.
RecruitingStaffing Agency
Responsibilities
Strategically manage complex calendars with prioritization, critical judgment, and proactive time blocking to support shifting priorities
Work closely with the CEO to ensure professional commitments and travel plans are shared on personal calendar and on occasion, assist with coordinating personal appointments when conflicts or changes arise from professional schedules
Plan and oversee all domestic and international travel logistics, including flights, accommodations, ground transportation, workspace arrangements, and meaningful in-person engagement opportunities. Working with the Chief of Staff to identify stakeholders
Partner with the Director of Operations to support board director travel, including airfares, accommodations, reservations, expenses, etc. Manage communications
Organize, upload, manage access permissions, and maintain documentation and materials for executive and board meetings
Prepare, submit, and follow up on expense reports and financial transactions in a timely and compliant manner
Manage purchase requisitions, purchase orders, statements of work, invoices, check requests, and approval processes from start to finish
Maintain organizational records such as reporting structures, distribution lists, and executive office documentation
Collaborate with administrative, operations, and workplace teams across multiple locations and time zones to deliver consistent executive support as needed for meetings for the Office of CEO
Manage productivity tools and organizational systems to ensure efficient workflows and information accessibility
Travel periodically to support off-site and international meetings, providing on-site logistical and operational assistance
Continuously identify process improvements to enhance efficiency, protect executive time, and ensure the timely delivery of administrative priorities
Qualification
Required
10+ years of experience as an Executive Assistant, supporting senior executives in a high-level support role
Proven ability to thrive in fast-paced, high-energy environments, preferably with experience in a global company in biotech or pharma
Strong ability to prioritize, multitask, and operate independently while building collaborative relationships with leadership, peers, and partners
Resourceful self-starter with strong problem-solving skills and the ability to proactively seek information and solutions
Excellent written and verbal communication with strong interpersonal skills, confidence in interacting with all levels of stakeholders
Exceptional organizational skills, attention to detail, and sound judgment in evaluating requests, schedules, and priorities
Demonstrated ability to think critically, take initiative, and apply creative approaches to projects and operational challenges
Strong commitment to professionalism, confidentiality, compliance standards, and ethical conduct
Growth-oriented mindset with a willingness to learn, adapt, and continuously improve performance
Confidence to constructively challenge decisions when needed to protect executive priorities and improve office efficiency
Advanced proficiency in Microsoft Outlook, Teams, Word, Excel, OneNote, PowerPoint, and Zoom
Preferred
Project management experience or certification preferred
College degree strongly preferred
Benefits
Equity
Bonus
401k with match
Flexible PTO
Annual wellness stipend
Company
Bloom Talent
Bloom Talent is a woman-owned, boutique recruiting agency that provides recruiting services to individuals.
2-10 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase