Executive Assistant/Chief of Staff

Role Overview

This position is the most senior administrative role and serves as the Executive Assistant - Chief of Staff in direct support of the Head of a division, who is also the Vice President and Site Head of their Pasadena site. Ideal candidates bring a proven track record supporting senior leaders as a Senior Executive Assistant and/or Chief of Staff, demonstrating sound judgment, discretion, and ownership.

Key Responsibilities

• Provide Chief of Staff and executive administrative support for the Vice President and broader site leadership; coordinate and manage site functions and initiatives, leading efforts independently as needed.
• Track projects and timelines; schedule, facilitate, and run regular site meetings with senior scientists; capture minutes, decisions, and progress updates for senior leadership.
• Serve as the primary administrative partner, managing calendar, meetings, travel coordination, and expense reporting.
• Proactively manage daily priorities; initiate outreach and build effective working relationships across teams and functions.
• Be a proactive, organized, detail-oriented teammate with a strong sense of urgency and follow-through.

Basic Qualifications

• Bachelor’s degree (Science concentration preferred)
• Extensive experience as a Chief of Staff and/or senior-level Executive Assistant supporting senior management
• Must be legally authorized to work in the United States
• The company does not anticipate providing sponsorship for employment visa status (e.g., H1B or TN) for this position.
• Ability to work 5 days/week onsite in the Pasadena office (typical hours 8:30 a.m.–5:30 p.m.). This is not a remote or hybrid role.

Preferred Qualifications

• Experience supporting C-suite leaders (i.e. life sciences, biotech, pharmaceuticals, medical device, medtech, technology, software, or investment banking)
• 5+ years of experience in an administrative/business support role (project tracking, scheduling) and/or as a Chief of Staff
• Strong attention to detail and excellent written and verbal communication skills
• Project management skills to coordinate initiatives across stakeholders