Essential Functions

Executive Support & Time Management

• Provides high-level administrative support to the CEO, including complex calendar management, scheduling, triaging requests, and maintaining an effective operating rhythm.
• Serves as a trusted gatekeeper by screening and prioritizing inbound requests, responding with tact and diplomacy, and directing matters appropriately.
• Maintains accurate and organized records, including calendars, contacts, meeting materials, action/decision logs, and confidential files.

Meetings, Operating Rhythm & Follow-Through

• Coordinates logistics and follow-up for executive leadership, Board/committee, investor/partner meetings, and offsites, including scheduling, agendas, pre-reads, participant communications, and catering as needed.
• Prepares executive briefing packets to ensure the CEO is fully prepared for meetings, travel, and public-facing engagements.
• Tracks key deliverables and action items, monitors deadlines, escalates risks as needed, and supports timely follow-through across cross-functional owners.
• Proofreads materials for accuracy, clarity, and quality.

Investor Relations & External Coordination

• Coordinates logistics for investor, analyst, and partner meetings (virtual and in person), including scheduling, calendar holds, room/AV setup, and distribution of materials.
• Supports preparation, version control, and timely distribution of meeting materials and follow-up communications, as assigned.
• Maintains organized records related to external engagement logistics and contacts.

Travel & Expense Management

• Books executive travel (air, ground, accommodations) and builds detailed itineraries, anticipating contingencies and communicating changes in real time.
• Prepares and submits expense reports with accurate coding, receipt management, and timely follow-up.

Board & Governance Support

• Supports Board and governance processes by coordinating logistics, compiling and distributing materials, managing version control, and partnering with Legal/Corporate Secretary on timelines and requirements.

Office & Administrative Support

• Supports day-to-day office operations, including greeting visitors, coordinating badges, managing conference room readiness, and ensuring a professional office experience.
• Coordinates mail, shipping/receiving, and basic office supply inventory, as directed.
• Maintains proficiency with key tools and systems and demonstrates strict confidentiality and sound judgment when handling sensitive or privileged information.
• Performs other related duties as assigned.

Qualifications

Education/Experience

• High School diploma required; Associate’s degree preferred
• 8 years plus of relevant experience, preferably in a CEO/executive office administrative support capacity required
• Prior experience in pharmaceutical and/or high growth companies is highly desirable.
• Proficiency in Microsoft Office Suite and modern collaboration tools required.

Knowledge / Skill / Ability

• Excellent written, verbal, and interpersonal communication skills, with proven ability to collaborate, communicate and manage well at all levels of the organization including executive leadership and Board-facing interactions.
• Working knowledge of office equipment, e.g., printers and fax machines.
• Demonstrated ability to manage multiple assignments, set priorities, and adapt to changing conditions.
• Demonstrated ability to be well-organized with extremely strong attention to detail and excellent time-management skills.
• Takes initiative and utilizes independent judgment to address items that are time sensitive in nature and to proactively prioritize, triage, and resolve issues to protect the CEO’s time and focus.
• High ethical standards, trustworthiness, operating with absolute discretion and professionalism in handling highly confidential and sensitive information.

Work Environment

• Hybrid position with a blend of on-site work at the Seattle, WA office and remote work. A minimum of two (2) days per week on-site is required; some weeks may require additional on-site presence to align with the CEO’s in-office schedule.
• Includes extensive computer, phone, and video conferencing work.
• Frequently moves about the office to attend meetings, greet visitors, and support on-site logistics.
• May occasionally lift and/or move items (e.g., meeting materials, packages, event supplies) up to 25 lbs.
• Work schedule may require flexibility (e.g., early mornings, evenings) to support CEO and business needs.
• May occasionally travel and/or support offsite meetings and events.
• Work is performed in a professional office environment with a moderate noise level, frequent interruptions, and regular interaction with internal and external stakeholders.