Executive Assistant

Location: New York City
Reports to: Chief Operating Officer

About Us

Excelsior Sciences is a New York City–based startup at the forefront of technology-driven drug discovery. We combine cutting-edge advances in artificial intelligence, laboratory automation, and our proprietary chemistry platform to redefine how small-molecule leads are identified and optimized.

We are building a world-class team of scientists, engineers and operators passionate about transforming therapeutic discovery. As an Executive Assistant you will provide high-level administrative support to the leadership team and ensure smooth day-to-day operations in a fast-paced biotech environment. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities while maintaining professionalism and discretion. This is an opportunity to have a positive impact on the company by enabling productivity for the company’s executives and contributing to operational excellence across the organization.

What You’ll Do

Administrative & Scheduling Support

• Manage complex calendars, schedule meetings, and coordinate logistics for internal and external engagements.
• Coordinate logistics for company-wide meetings, offsites, and team-building activities (venue booking, catering, travel arrangements).
• Assist with company-wide communications and updates to keep the team informed of events, activities, etc.

Procurement & Office Management

• Create and track purchase orders for goods and services.
• Order and maintain inventory of office supplies.
• Coordinate FedEx and other shipment services, ensuring timely and accurate deliveries.
• Maintain relationships with key service providers (IT support, office cleaning, building management).

Conference Room & AV/IT Support

• Manage conference room scheduling and setup for Teams/Zoom/hybrid meetings.
• Partner with IT to troubleshoot AV/IT issues and coordinate vendor support as needed.
• Maintain basic AV documentation and usage guides.

Employee Onboarding & HR Support

• Coordinate onboarding activities for new hires, including ordering and assigning IT equipment, coordinating workspace setup, and facilitating initial administrative processes.
• Partner with IT to ensure smooth technology setup and access provisioning.
• Maintain employee contact lists, organizational charts, and seating charts.

Lab Operations – Administrative Support

• Assist with ordering and tracking non-essential lab supplies (e.g., general consumables, cleaning products, PPE).
• Support lab inventory tracking and delivery coordination.
• Help manage lab safety activities, including PPE stock, fire extinguisher and first aid kit inspections, and related documentation.

Social Media Coordination

• Manage the company’s LinkedIn posting process (uploading content prepared by others, scheduling posts, and monitoring engagement).

Travel Coordination

• Book domestic and international travel for executives, including flights, hotels, ground transportation, and itineraries.
• Process travel expense reports and reimbursements.

Records & Document Management

• Maintain organized company files (digital and physical), including HR, vendor, and operational records.
• Support version control and filing of company policies and SOPs.
• Utilize contract management software to organize, store, and track contract status and expiry dates.

What We’re Looking For

• 3+ years of administrative or executive support experience, ideally in a life sciences, biotech, or high-growth startup environment.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Office applications.
• Ability to handle confidential information with discretion.
• Excellent verbal and written communication skills.
• Proactive, adaptable, and able to thrive in a dynamic, fast-paced setting.

The salary range for this position is $90,000- $130,000 per year. The actual compensation offered will be based on factors such as relevant experience, education, and skills. In addition to base salary, we offer a comprehensive benefits package, including health insurance, paid time off and other benefits.

Excelsior Sciences of New York Is an equal opportunity employer (EEO).  We provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to religion, race, creed, color, sex, sexual orientation, alienage or citizenship status, national origin, age, marital status, pregnancy, disability, veteran or military status, predisposing genetic characteristics or any other characteristic protected by applicable federal, state or local law.

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