Job Title: Executive Administrative Assistant

Job Description

We are seeking an Executive Administrative Assistant who will play a critical role in supporting leadership in a dynamic and mission-driven biotech environment. This position offers direct exposure to development leadership and involves managing complex schedules, coordinating travel arrangements, and handling high-level administrative tasks.

Responsibilities

Manage complex Outlook calendars for leaders, including scheduling internal and external meetings and coordinating logistics for visiting stakeholders.Coordinate domestic and international travel arrangements, including flights, hotels, itineraries, and related logistics.Prepare and process expense reports, reimbursements, and related documentation.Serve as a point of contact for communications, fielding phone calls, emails, and correspondence professionally.Collaborate across departments to support meetings, events, and organizational initiatives.Provide administrative backup support to other executive assistants as needed.Maintain confidentiality while handling sensitive business information.Assist with document preparation, presentations, and general administrative coordination.

Essential Skills

Bachelor’s degree or equivalent combination of education and experience.Minimum of 1+ year supporting leaders in an administrative or executive assistant capacity.Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).Strong calendar management and travel coordination experience.Excellent written and verbal communication skills.Ability to manage multiple priorities in a fast-paced environment.Strong organizational skills, attention to detail, and professionalism.Demonstrated ability to handle confidential information with discretion.

Additional Skills & Qualifications

Experience supporting VP, SVP, or executive leadership.Experience in pharmaceutical, biotech, life sciences, or related industries.Event planning or project coordination exposure.Experience with expense management systems (Concur, SAP, etc.).Strong cross-functional collaboration skills.Advanced calendaring with Outlook.Travel agency coordination.PowerPoint presentation support.Excel reporting and document editing/proofreading.Scheduling logistics and office coordination.Executive presence, discretion, and independent judgment.Adaptability and professional communication.Detail-oriented with organizational excellence.

Work Environment

This is a fast-paced, team-oriented biotech/pharmaceutical environment supporting leaders. The role requires flexibility, discretion, and the ability to manage shifting priorities while maintaining professionalism. Collaboration across departments and occasional event coordination are expected. The position is onsite, Monday through Friday, with a flexible start time and high visibility within the executive team.

Job Type & Location

This is a Contract position based out of Alameda, CA.

Pay and Benefits

The pay range for this position is $25.00 - $45.00/hr.

Eligibility requirements apply to some benefits and may depend on your job\n classification and length of employment. Benefits are subject to change and may be\n subject to specific elections, plan, or program terms. If eligible, the benefits\n available for this temporary role may include the following:\n\n • Medical, dental & vision\n • Critical Illness, Accident, and Hospital\n • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available\n • Life Insurance (Voluntary Life & AD&D for the employee and dependents)\n • Short and long-term disability\n • Health Spending Account (HSA)\n • Transportation benefits\n • Employee Assistance Program\n • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Alameda,CA.

Application Deadline

This position is anticipated to close on Mar 3, 2026.

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\n\nAbout Aston Carter:\n

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

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The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

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If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

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