Executive Assistant, Research

Salary depends on experience
Posted on 11/01/17
San Francisco, CA
5 - 7 years experience
Business Services
Salary depends on experience
Posted on 11/01/17

Reporting to Senior Vice President of Research, the Executive Assistant provides high level of general administration and contract support to GBT’s research team.   Essential Duties and Responsibilities:

  • Works closely with senior-level executives and scientific staff as well as external parties such as Key Opinion Leaders, Scientific Advisors, partners, and vendors providing all aspects of administrative support
  • Coordinates GBT’s contract administration process in order to ensure that contracts are properly executed, distributed, and filed 
  • Handles details of a highly confidential and critical nature 
  • Collects and prepares information for use in discussions/meetings of executive staff and outside individuals
  • May prepare scientific presentation materials
  • Makes high-level contacts of a sensitive nature inside and outside the company
  • Exercises judgment within generally defined practices and policies
  • Manage and maintain calendars
  • Coordinate travel
  • Manage all aspects of on-site and off-site meetings including logistics, confidentiality agreements, honorarium requests, agenda preparation and if appropriate, attendee lodging and travel
  • Prepare reports, other documents using spreadsheets, databases, or presentation software
  • Maintain scientific documents, records, and reports
  • Provide back-up as needed to the Executive Assistant/Office Manager
  • Manage Research team calendar, coordinate related conference registrations and logistics, track abstract deadlines for major meetings, assist with abstract submission, and provide audio/visual support for oral conference presentations.
  • Manage the review process for research documents and new publications including meeting abstracts
  • Draft agendas for internal research team meetings and in partnership with the Executive Assistant/Office manager coordinate monthly company-wide lunch & learn
  • Prepare agendas and meeting materials, and send out materials
  • Document action items from meetings
  • Perform special projects as requested
  • Organize stakeholder meetings with Key Opinion Leaders (KOL) and Scientific Advisors, potential & current partners


  • At least 5 years of progressively advancing administrative experience supporting executive level scientific managers and teams
  • Proficiency with scientific manuscript submission and grant application processes.
  • Contract administration and process management experience with biotech/pharmaceutical organization
  • Strong computer skills and high proficiency using Microsoft Office Suite products including PowerPoint, Excel, Word, and Outlook.
  • Strong service and results-orientation
  • Excellent Planning skills
  • Professional and mature
  • College degree or equivalent experience
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