Executive Assistant, R&D

We are seeking a tech-savvy, detail-oriented, and proactive professional to provide high-level administrative and clerical support.

Executive and Administrative Support

Provide high-level support to one or more VP+ leaders, managing dynamic and complex calendars with minimal oversight. Coordinate travel, meeting logistics, and cross-functional schedules with accuracy and efficiency. Anticipate needs, resolve scheduling conflicts, and prioritise time-sensitive requests. Prepare meeting agendas and materials, take notes, and ensure timely follow-up on action items. Complete expense reports and reconcile transactions in a timely manner. Draft, edit, and format communications, presentations, and reports for internal and external audiences. Maintain and update team mailing lists, rosters, and shared documentation.

Operational and Project Support

Support operational efficiency by streamlining workflows and improving support processes. Manage recurring reporting and presentation submissions in partnership with team members. Partner across departments to coordinate initiatives and ensure alignment with business priorities. Handle multiple high-priority tasks independently and exercise good judgment when priorities shift.

Event and Culture Coordination

Plan and coordinate team meetings, offsites, all hands, and milestone celebrations. Partner with Workplace Services to manage event logistics, including catering, AV setup, and vendor coordination. Manage discretionary funds for team recognition, birthdays, and anniversaries. Promote a positive team culture by supporting engagement activities and internal communications.

Skills & Attributes

Strong organisational skills with the ability to manage multiple priorities. Excellent attention to detail, accuracy, and follow-through. Ability to operate independently and make decisions in fast-paced, ambiguous environments. Discretion and sound judgment in handling confidential information. Clear and confident communication skills across levels and functions. Proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets, Slides, Drive).

Requirements

4 - 6+ years of experience as an Executive Assistant or Administrative professional supporting VP-level and above. Experience providing high-level administrative support with autonomy and accountability. Proven ability to anticipate needs and proactively improve administrative systems and processes. High school diploma required; Associate’s or Bachelor’s degree preferred.

Benefits & Perks

A choice between medical plans with an option for 100% covered premiums including medical, dental, and vision. Supplemental Life and Disability Insurance plans. Fertility and adoption benefits. Headspace mindfulness app subscription. Global Employee Assistance Program. Retirement benefits with employer match. Flexible paid time off. 20 weeks for parental leave and up to 12 weeks to care for an ill family member. Pretax commuter benefit. Education reimbursement. Employee donation match to community organisations. 8 Global Employee Resource Groups (ERGs). Dog-friendly workplace. Free lunch and snacks. Private rooftop. Hack week twice per year.