Executive Assistant

On behalf of our client, Verge Genomics, we are hiring for an Executive Assistant to the CEO. At Verge Genomics, we are at the forefront of biotechnology innovation, advancing groundbreaking solutions to improve health outcomes and transform lives. Our mission-driven team thrives in a collaborative, fast-paced environment where innovation and integrity drive everything we do. We are seeking a highly organized and proactive Executive Assistant to provide exceptional support exclusively to our CEO, ensuring seamless daily operations, strategic support, and personal assistance as needed.

Our mission is to develop better drugs, faster using AI to improve clinical success rates. CONVERGE, our AI drug discovery engine, houses one of the field’s largest proprietary multi-modal human tissue datasets. We use machine learning to map the complex causes of disease, discover new targets with a greater probability of success, and de-risk development decisions.

Position Overview:

The Executive Assistant to the CEO will serve as a trusted partner and critical support system for the CEO, managing both professional and personal responsibilities to ensure efficiency and focus. This role requires a seasoned professional with a proactive mindset, exceptional organizational skills, and the ability to work autonomously with minimal touchpoints and direction from the CEO. The ideal candidate is self-motivated, highly efficient, and capable of managing multiple priorities in a fast-paced, high-output environment. Approximately 20% of the role will involve personal support to the CEO, ensuring alignment between their professional and personal commitments.

This role offers flexibility and can be performed remotely.

Key Responsibilities: Professional Support (80%)

1. Calendar and Schedule Management:
   • Manage the CEO’s complex calendar, including scheduling meetings, coordinating travel arrangements, and handling logistics with precision.
   • Proactively prioritize and adjust the CEO’s schedule based on evolving business needs and personal commitments.
2. Meeting Coordination:
   • Plan and coordinate executive-level meetings, including preparing agendas, taking minutes, and tracking follow-up actions.
   • Organize virtual and in-person events, including leadership offsites and strategic planning sessions.
   • Register for conferences and manage all related logistics.
3. Communication and Liaison:
   • Draft, edit, and proofread correspondence, presentations, and reports on behalf of the CEO, ensuring clarity and professionalism.
   • Serve as the primary point of contact for internal and external stakeholders communicating with the CEO, maintaining confidentiality and professionalism.
4. Process Optimization:
   • Develop and implement systems to optimize the CEO’s workflow, enhancing productivity and efficiency.
   • Anticipate potential hurdles and proactively identify solutions to streamline operations.
5. Project Management:
   • Support special projects and strategic initiatives led by the CEO, ensuring deadlines are met and deliverables are of the highest quality.
   • Collaborate with internal and external stakeholders to drive progress on key priorities.
   • Manage LinkedIn contacts.

Personal Support (20%)

1. Personal:
   • Assist with personal errands, such as coordinating deliveries, managing household vendors, or arranging personal appointments.
   • Oversee tasks related to the CEO’s personal schedule to ensure alignment with professional commitments.
   • Order prescriptions, schedule doctor appointments, liaise with nurses as needed, complete medical forms and questionnaires, and share health insurance information.
   • Coordinate with the Financial Advisor Team to ensure timely completion of documents and share access codes when necessary.
2. Travel and Logistics:
   • Coordinate personal travel arrangements for the CEO, including flights, accommodations, and itineraries for family or leisure trips.
   • Manage logistics related to personal commitments, events, or reservations.
3. Household Management:
   • Liaise with household staff or vendors to manage home-related tasks (e.g., repairs, maintenance, or services).
   • Ensure personal and household needs are addressed efficiently to minimize distractions.
4. Ad Hoc Personal Support:
   • Be available to assist with personal tasks or unexpected needs that may arise, providing flexibility and discretion at all times.

Required Skills and Qualifications:

• Experience:
  • Minimum 5 years of experience as an Executive Assistant, preferably supporting C-suite executives.
  • Proven ability to manage both professional and personal tasks for a senior executive, with experience in a fast-paced, high-growth environment.
  • Biotech Experience (Preferred): Prior experience working in the biotech or life sciences industry is a strong advantage but not required.

• Skills:
  • Organized: Exceptional ability to manage multiple priorities, deadlines, and details with precision.
  • Detail-Oriented: Meticulous attention to detail in all aspects of work, from scheduling to document preparation.
  • Proactive: Demonstrates a forward-thinking approach, anticipating challenges and taking steps to resolve them before they arise.
  • Autonomous: Thrives in an independent work environment with minimal direction or touchpoints, using sound judgment and accountability to deliver results.
  • Good Communicator: Excellent written and verbal communication skills, with a knack for clear, concise, and professional correspondence.
  • High Output/Efficient: Ability to deliver high-quality results quickly and effectively, managing a heavy workload with ease.
  • Discretion and Confidentiality: Proven ability to handle sensitive information with the utmost confidentiality and professionalism.

• Tools:
  • Proficiency in Microsoft Office Suite, Google Workspace, Keynote, Docsend, and Slack for communication and collaboration.
  • Experience with virtual meeting platforms (e.g., Zoom) and travel management tools.

Why Join Us?

• Impact: Play a critical role in supporting the leadership of a cutting-edge biotech company making a tangible difference in health outcomes.
• Flexibility: Enjoy the option to work remotely or in a hybrid capacity from our South San Francisco office.
• Growth: Gain unparalleled exposure to executive-level decision-making and opportunities for professional development.
• Culture: Join a collaborative and mission-driven environment that values innovation and teamwork.
• Benefits: Enjoy a competitive salary, comprehensive benefits package, and flexible work arrangements.