Job Description: Executive Assistant to CEO & Chairman

Company Overview

A leading life sciences company based in Chicago, specializing in creating, building, and funding innovative biology-based organizations to address society's most challenging medical issues. With a team of ~22 employees and offices in Chicago, Pennsylvania, and Miami, the organization fosters a collaborative and dynamic work environment.

Position Summary

The Executive Assistant to the CEO and Chairman will provide high-level administrative support to the CEO, ensuring seamless day-to-day operations. This role requires exceptional organizational skills, attention to detail, and the ability to take initiative in a fast-paced, high-performing environment. The ideal candidate will be proactive, resourceful, and capable of managing complex tasks while maintaining a high level of professionalism and confidentiality.

Key Responsibilities

• Executive Support: Manage the CEO’s calendar, schedule meetings, and coordinate with internal and external stakeholders.
• Travel Coordination: Arrange complex domestic and international travel, including itineraries, accommodations, and logistics.
• Expense Management: Process and reconcile expenses, ensuring timely and accurate reporting.
• Event Management: Plan and execute events, including board meetings, leadership retreats, and other corporate functions.
• Communication: Serve as a liaison between the CEO and leadership teams across the organization. Draft, edit, and proofread correspondence and presentations.
• Personal Assistance (30%): Support the CEO’s family office needs, including managing appointments, coordinating personal travel, and addressing inquiries related to insurance or other administrative tasks.
• Collaboration: Work closely with the Office Manager in Miami and other executives to ensure seamless operations.
• Confidentiality: Handle sensitive information with the utmost discretion.

Qualifications

• Bachelor’s degree required.
• 10+ years of experience as an Executive Assistant, with a minimum of 5 years supporting a C-level executive.
• Industry experience in biotechnology, healthcare, or related fields is preferred.
• Exceptional attention to detail and strong organizational skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.
• Strong communication skills, both written and verbal.
• Ability to prioritize tasks and adapt to changing demands.
• Professional demeanor with a "work hard, play hard" attitude.

Compensation & Benefits

• Base salary: $125,000 - $130,000
• 10% annual performance bonus
• Opportunity to work from home when the CEO is in Miami (November–May)

Work Schedule

• Onsite, Monday through Friday, 9:00 AM – 5:00 PM. Flexibility required for occasional early mornings or evenings, particularly around board meetings.

Start Date

• Preferred start date: January 15th, 2025.