Description review
Executive Assistant - Biotech
Assist World · Remote - South Africa · back to the listing
HR standards
74/100
solid
Title ↔ description
86/100
strong
Reads as
Executive Assistant
82% confident
What this role officially is
executive assistant — ESCO, the EU occupation classification
Executive assistants are advanced administrative professionals who work with top-level executives or in international facilities in various industries. They organise meetings, organise and maintain files, arrange travel, train staff members, communicate in other languages, and manage the day-to-day operations of the office.
Also known as: foreign language assistant, foreign language correspondent executive assistant, executive secretary, personal executive assistant, senior administrative secretary, assistant manager
How others title the same work
Large employers
- Executive Assistant / Corporate Administrator Canonical
- Executive Assistant / Corporate Administrator Canonical Ltd.
- Senior Executive Assistant, Global Customer Solutions | United States | PST or MST | Remote Grafana Labs
Startups
- Founder’s Office - Intern Cityfurnish
What the listing never says
- 18 bullet points. Long requirement lists deter qualified candidates, who read them as hard gates. Scope clarity
The listing, marked up
Nothing in the wording of this listing tripped a check. The scores above still judge how complete and coherent it is.
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
•
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.
•
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.
•
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.
•
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.
•
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
•
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.
•
Time Zone Flexibility: Ability to adapt support during periodic international leadership travel across major time zone differences.
Who You Are
•
AI-Fluent: You actively use Claude or ChatGPT daily to write, summarize, analyze, and structure information rapidly.
•
Systems & Process Driven: You love working inside structured operating systems (Notion databases, written rules) and appreciate documented playbooks.
•
Proactive & Anticipatory: You spot double-bookings, missing prep blocks, or unconfirmed calls before anyone else notices.
•
Exceptional Written English: You draft clear, warm, and highly professional emails and declines that sound like a natural extension of the leadership team.
Requirements
•
Experience: 2+ years as a Virtual Assistant or Remote EA supporting C-suite executives in fast-growth startup environments.
•
Platform Mastery:
•
Google Workspace: Advanced Gmail, Google Calendar delegate access, Drive, Docs.
•
Notion: Database views, task tracking, and database management.
•
Slack & CRM: Async messaging, Attio CRM record management.
•
AI Assistants: Advanced prompting skills in Claude or ChatGPT.
•
Discretion: Absolute confidentiality regarding investor terms, clinical/biotech context, and sensitive information.
Why Join Assist World?
100% REMOTE
$50 birthday bonus
$200 testimonial bonus
NO TRACKER. NO PROBLEM
Important Hiring Note / Eligibility: We are a remote-first team, but due to international payment regulations, we can only hire candidates who can receive payments via Wise (SA, UK, US & PH). Before applying, please ensure Wise operates and supports local bank transfers in your country of residence/bank location.
Regrettably, we cannot proceed with applications from regions where Wise services are unavailable.
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
•
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.
•
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.
•
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.
•
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.
•
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
•
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.
•
Time Zone Flexibility: Ability to adapt support during periodic international leadership travel across major time zone differences.
Who You Are
•
AI-Fluent: You actively use Claude or ChatGPT daily to write, summarize, analyze, and structure information rapidly.
•
Systems & Process Driven: You love working inside structured operating systems (Notion databases, written rules) and appreciate documented playbooks.
•
Proactive & Anticipatory: You spot double-bookings, missing prep blocks, or unconfirmed calls before anyone else notices.
•
Exceptional Written English: You draft clear, warm, and highly professional emails and declines that sound like a natural extension of the leadership team.
Requirements
•
Experience: 2+ years as a Virtual Assistant or Remote EA supporting C-suite executives in fast-growth startup environments.
•
Platform Mastery:
•
Google Workspace: Advanced Gmail, Google Calendar delegate access, Drive, Docs.
•
Notion: Database views, task tracking, and database management.
•
Slack & CRM: Async messaging, Attio CRM record management.
•
AI Assistants: Advanced prompting skills in Claude or ChatGPT.
•
Discretion: Absolute confidentiality regarding investor terms, clinical/biotech context, and sensitive information.
Why Join Assist World?
100% REMOTE
$50 birthday bonus
$200 testimonial bonus
NO TRACKER. NO PROBLEM
Important Hiring Note / Eligibility: We are a remote-first team, but due to international payment regulations, we can only hire candidates who can receive payments via Wise (SA, UK, US & PH). Before applying, please ensure Wise operates and supports local bank transfers in your country of residence/bank location.
Regrettably, we cannot proceed with applications from regions where Wise services are unavailable.