Senior Executive Assistant (Biotech) — Calendar, Travel & Conference Outreach
Job Description
We’re hiring a seasoned Executive Assistant to support a biotech executive with heavy scheduling across multiple parties, complex travel/conference logistics, and proactive outreach to secure meetings with high-value contacts at industry events. The role blends classic EA support (inbox/calendar/travel) with conference research, list building, and light outbound campaigns (LinkedIn + email) to book meetings. Must thrive in a regulated, security-conscious environment and work U.S. business hours.
Start: Part-Time (20 hrs/week)
Option to convert to Full-Time (40 hrs/week) after 1–2 months based on fit and workload
- Inbox & Calendar Management
- Triage email, draft/respond as needed
- Coordinate multi-party scheduling (beyond simple Calendly links)
- Travel & Conference Logistics
- Book flights, hotels, ground transport; build detailed itineraries
- Pre-conference planning: pull agendas into sheets, map sessions/speakers, create day-by-day run-of-show
- Conference Outreach / Meeting Setting
- Convert agendas into structured spreadsheets (speakers/companies/topics)
- Research & identify priority targets; find LinkedIn profiles and emails
- Execute LinkedIn + email outreach to secure meetings; track pipeline & follow-ups
- Admin & Task Tracking
- Maintain tasks in ClickUp; update status, deadlines, owners
- Prepare briefs, notes, and after-action summaries
- 5+ years Executive Assistant or EA/Operations support in fast-paced environments
- Proven multi-party scheduling across busy external stakeholders (vendors, partners, execs)
- Travel planning end-to-end (air, hotel, ground, changes, contingencies)
- Conference research & outreach: agenda mining → spreadsheet structuring → prospecting → booking meetings
- Tools: Outlook & Microsoft 365, LinkedIn, ClickUp, Excel/Google Sheets (filters, lookups, sorting, dedupe)
- Excellent written English for professional outreach (LinkedIn & email)
- Security mindset; willingness to install employer-provided MDM/device security software
- High discretion with confidential information (regulated industry exposure a plus)
- Comfortable working U.S. hours with responsiveness during core business time
- Prior experience in biotech / healthcare / life sciences
- Familiarity with email sequencing tools and contact enrichment
- Basic data ops in Sheets (CSV imports, cleaning, simple formulas/pivots)
- Experience supporting multiple conferences simultaneously
- Primary: Outlook, Microsoft 365, LinkedIn, ClickUp
- Secondary: Google Sheets/Excel, basic CRM or outreach tools (as provided)
- Remote; U.S. time zone alignment required (ET/PT)
- Availability for occasional off-hours during travel weeks or conferences
- Must adhere to strict IT/security policies; employer may require MDM and security software on the work device
- Follow documented SOPs for data handling, access, and confidentiality
Average salary estimate
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