Executive Administrative Assistant

Persona is a recruiting and staffing company that hires exceptional people from 98 countries into full-time, long-term remote roles with the most ambitious companies on earth.

Our clients include Fortune 500 enterprises, fast-growing startups backed by Sequoia, Founders Fund, and Andreessen Horowitz, and high-performing companies of every size in between. We offer roles in project management, operations, finance, design, marketing, customer success, and more. Every hire is for a specific open position: one person, one dedicated client, built to last.

Every offer we make is for an open role with a single client — the kind of role that’s almost impossible to find on your own: industry-leading pay set against your experience and skill, real career growth, and a stable seat at a serious company, working from home, anywhere in the world.

Persona was founded in 2018 by two Stanford graduates on a simple idea: talent is everywhere, but opportunity isn’t. By recruiting globally for specific client roles, we’ve grown into one of the fastest-growing companies in the global staffing industry. Every applicant goes through the same steps, and each one is designed to let you show what you can actually do.

We hire people who care about the craft of their work, take ownership without being asked, and want to build a career rather than just hold a job. If that’s you, and one of our open roles fits, we’d like to meet you.

Role Summary

We are seeking an experienced, highly organized Executive Assistant to provide administrative and logistical support to senior leadership at a small biotechnology company. This role will support Executive Directors, Vice Presidents, Senior Vice Presidents, and the Chief Medical Officer (CMO), helping coordinate complex schedules, meetings, conferences, travel, and day-to-day administrative activities.

The ideal candidate has prior Executive Assistant experience at a small biotech company, strong organizational skills, and the ability to manage multiple priorities independently in a fast-paced, remote environment. You will work closely with the company's existing Executive Assistant, who will supervise the role and retain overall responsibility for the CMO's calendar and executive support.

This is a part-time remote position open to candidates based in Latin America and the Philippines, requiring approximately 20 hours per week, with a flexible schedule and an initial engagement of approximately nine months.

Key Responsibilities

Executive & Leadership Support

• Provide administrative support to Executive Directors, Vice Presidents, Senior Vice Presidents, and other senior leaders.

• Coordinate complex internal and external meetings, including large group sessions, recurring team meetings, and one-on-one appointments.

• Schedule meetings with investigators, key opinion leaders (KOLs), external experts, business partners, and other stakeholders.

• Assist with leadership team meetings, Executive Committee activities, Board of Directors meetings, and other governance-related scheduling.

• Support leadership offsites, team meetings, and ad hoc organizational activities.

• Route documents for signature and maintain accurate administrative records.

Conference & Stakeholder Coordination

• Coordinate administrative and logistical arrangements for conferences attended by senior leadership, Medical Affairs, Business Development, and the CMO.

• Organize conference schedules and meetings with investigators, KOLs, external experts, partners, and other stakeholders.

• Assist with conference-related gatherings, including KOL breakfasts, dinners, and group meetings.

• Manage invitations, RSVPs, reservations, event schedules, and related logistics.

• Maintain organized conference calendars and ensure leaders have accurate meeting information and supporting details.

CMO Administrative Support

• Provide administrative and logistical support to the CMO in coordination with the supervising Executive Assistant.

• Arrange domestic and international travel, including flights, accommodations, ground transportation, and detailed itineraries.

• Prepare, submit, and reconcile expense reports.

• Coordinate conference schedules, meetings, and other delegated administrative requirements.

• Assist with CMO calendar activities as requested while respecting the supervising Executive Assistant's responsibility for overall calendar management.

General Administration & Project Support

• Support special projects and organizational initiatives by tracking deliverables, deadlines, and follow-up activities.

• Coordinate effectively with internal teams, senior leadership, and external stakeholders.

• Maintain confidentiality when handling sensitive business, executive, and organizational information.

• Anticipate scheduling conflicts, logistical challenges, and administrative needs, proactively recommending solutions.

• Organize information and documentation to support efficient administrative operations.

• Perform additional administrative and project-related responsibilities as needed.

Required Qualifications

• Previous experience working as an Executive Assistant at a small biotechnology company is required.

• Demonstrated experience supporting senior executives, executive leadership teams, or multiple senior-level stakeholders.

• Strong calendar management and scheduling skills, including coordinating complex meetings across multiple participants and time zones.

• Experience organizing business travel, conferences, meetings, and professional events.

• Ability to coordinate schedules and communicate professionally with external experts, investigators, partners, and senior stakeholders.

• Excellent organizational skills, attention to detail, and ability to manage competing priorities and shifting deadlines.

• Strong written and verbal English communication skills.

• Proven ability to handle sensitive and confidential information with discretion and sound judgment.

• Ability to work independently in a fully remote environment while maintaining effective communication with leadership and the supervising Executive Assistant.

• Proficiency with Microsoft Outlook, Teams, PowerPoint, Word, and Excel.

• Ability to commit to a part-time schedule of approximately 20 hours per week for an initial term of approximately nine months.

• Must be based in Latin America or the Philippines.

Preferred Qualifications

• Previous experience supporting executive leadership in clinical development, Medical Affairs, Business Development, or other biotechnology functions.

• Experience scheduling meetings with investigators, key opinion leaders (KOLs), and external scientific or medical experts.

• Experience coordinating biotechnology or pharmaceutical industry conferences.

• Familiarity with Executive Committee, Board of Directors, or leadership governance meeting coordination.

• Experience managing domestic and international executive travel arrangements.

• Experience preparing and reconciling executive expense reports.

• Experience supporting a Chief Medical Officer or comparable senior scientific or medical executive.

• Experience working with multiple senior stakeholders in a fast-paced, growing organization.

Tools & Technologies

• Microsoft Outlook, Microsoft Teams, Microsoft PowerPoint, Microsoft Word, Microsoft Excel, calendar and scheduling platforms, travel booking systems, expense reporting tools, electronic signature and document management systems

Core Competencies

• Executive Support: Provides reliable, professional administrative assistance to senior leadership while understanding executive priorities and expectations.

• Calendar & Schedule Management: Coordinates complex meetings, schedules, and appointments across multiple participants and time zones.

• Biotech Industry Familiarity: Understands the administrative needs and stakeholder relationships commonly encountered in a small biotechnology company.

• Organization & Attention to Detail: Maintains accurate schedules, documentation, travel arrangements, and event information.

• Stakeholder Coordination: Communicates professionally with senior executives, investigators, KOLs, external experts, and business partners.

• Proactive Problem-Solving: Anticipates scheduling conflicts, logistical challenges, and changing priorities before they affect operations.

• Confidentiality & Discretion: Handles sensitive executive and organizational information responsibly.

• Time Management & Prioritization: Manages multiple assignments, deadlines, and administrative requests effectively within a part-time schedule.

• Independent Ownership: Follows through on assigned responsibilities while maintaining clear communication with the supervising Executive Assistant.

• Adaptability & Collaboration: Responds effectively to evolving priorities and supports different leadership functions in a remote, fast-paced environment.

What We Offer

• Best salaries in the industry

• work remotely from the location specified for this role permanently

• Opportunities for growth and advancement

• A fast-paced and collaborative environment

• A warm, people-first company culture

• Get paid in your currency of choice

• Full benefits

This is a part-time, long-term remote position dedicated to one client company. Persona provides onboarding and ongoing employment support for this position.