We are hiring on behalf of an innovative, seed-stage biotech company building therapeutic and aesthetic solutions.
We are seeking a dedicated Virtual Executive Assistant (EA+) to operate as a core unit alongside the CEO and Chief of Staff. You will own inbox triage, complex calendar management, travel itineraries, and AI-driven briefing packets. Operating on a dedicated split-shift schedule, you will clean the inbox, resolve schedule conflicts, and prep briefing materials asynchronously so the CEO starts every morning ready to execute.
What You’ll Do
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Inbox & Triage Ownership: Perform daily inbox triage into designated categories. Draft professional replies and declines in your own name on the CEO's behalf, ensuring no unapproved messages go out under the CEO's name.
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Calendar Management & Rules Enforcement: Manage complex, high-volume Google Calendars using strict precedence rules. Ensure 25- and 50-minute meeting defaults, lock in required prep blocks alongside external pitches, and enforce zero scheduling inside travel/event days.
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AI-Native Briefings & Research: Heavily leverage AI tools (Claude, CRM/Notion automations) to build background briefs on upcoming meetings, summarize call recordings, extract action items, and perform research on networking/fundraising opportunities.
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System-Based Task Capture: Ensure every task and verbal commitment made in calls or voice memos gets logged into Notion with an assignee and due date—never letting requests live solely in Slack or text.
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End-to-End Travel Logistics: Research and book seamless travel and logistics, including managing schedule shifts during international work trips (e.g., cross-timezone adjustments).
Operating Model & Working Hours
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5+3 Split Shift Schedule: 5 hours of live overlap (10:00 AM – 3:00 PM Pacific Time) for real-time communication, plus 3 hours of flexible async work in the early morning to clear inboxes and prepare daily briefings before the CEO's day starts.
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Time Zone Flexibility: Ability to adapt support during periodic international leadership travel across major time zone differences.
Who You Are
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AI-Fluent: You actively use Claude or ChatGPT daily to write, summarize, analyze, and structure information rapidly.
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Systems & Process Driven: You love working inside structured operating systems (Notion databases, written rules) and appreciate documented playbooks.
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Proactive & Anticipatory: You spot double-bookings, missing prep blocks, or unconfirmed calls before anyone else notices.
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Exceptional Written English: You draft clear, warm, and highly professional emails and declines that sound like a natural extension of the leadership team.
Requirements
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Experience: 2+ years as a Virtual Assistant or Remote EA supporting C-suite executives in fast-growth startup environments.
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Platform Mastery:
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Google Workspace: Advanced Gmail, Google Calendar delegate access, Drive, Docs.
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Notion: Database views, task tracking, and database management.
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Slack & CRM: Async messaging, Attio CRM record management.
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AI Assistants: Advanced prompting skills in Claude or ChatGPT.
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Discretion: Absolute confidentiality regarding investor terms, clinical/biotech context, and sensitive information.