Executive Assistant & Visual Strategist

Executive Assistant and Visual Strategist

Reports to: Chief Executive Officer
Dotted Line: Head of Public Relations

About the Role

We are seeking a highly strategic, visually fluent, and operationally sharp Executive Assistant and Visual Strategist to operate at the intersection of executive leadership, communications, and design. This role serves as the communications and administrative leader to the CEO, translating complex scientific and operational information into clear, compelling visual and written materials that support executive decision-making, stakeholder engagement, and organizational alignment.

This is not a traditional executive assistant role. It is a hybrid position combining executive partnership, high-level project coordination, scientific communication, and visual storytelling. The ideal candidate is equally comfortable managing confidential executive logistics as they are building board-ready presentations or synthesizing technical content into strategic narratives.

If you thrive in fast-paced, high-visibility environments and enjoy transforming complexity into clarity, this role offers a unique opportunity to shape executive communication at the highest level.

Key Responsibilities

Executive Support & Confidentiality

• Serve as the primary gatekeeper and strategic partner to the CEO, exercising sound judgment when prioritizing access, inquiries, and communications.
• Maintain the highest level of confidentiality regarding intellectual property, executive communications, and business strategy.
• Strategically manage and optimize the CEO's calendar to align with high-priority scientific, operational, and business objectives.
• Prepare comprehensive meeting materials, including agendas, briefing documents, stakeholder research, and executive summaries to ensure informed decision-making.

• Lead the development of high-impact executive presentations using PowerPoint, InDesign, and Canva, translating complex scientific and technical content into clear, professional visual narratives.
• Draft, edit, and synthesize scientific and operational communications, including executive correspondence, grant updates, and internal memoranda.
• Convert detailed technical materials into concise executive summaries suitable for board, investor, and cross-functional audiences.
• Manage and maintain a centralized library of visual assets, templates, and presentation materials to ensure brand consistency and accessibility.

• Partner closely with the Head of PR to ensure executive communications are aligned, accurate, and strategically timed.
• Serve as a liaison between the CEO's office and cross-functional teams including PR, R&D, Marketing, Legal, and Operations.
• Optimize workflows and administrative processes to improve efficiency and information flow across departments.
• Identify operational bottlenecks and implement scalable systems and process improvements.
• Manage executive initiatives and special projects by tracking timelines, deliverables, and stakeholder coordination.

• Manage high-priority communications, scheduling, and project coordination in a fast-paced, high-confidentiality environment.
• Translate complex scientific and operational information into clear written and visual communications.
• Prepare executive materials under tight timelines while maintaining accuracy and discretion.
• Coordinate cross-functional workflows to ensure seamless execution across departments.
• Manage multiple concurrent priorities with sound judgment and attention to detail.
• Represent the CEO's office with professionalism and executive presence.
• Travel as required to support executive engagements.
• Work extended hours, including evenings or weekends, when necessary to support critical initiatives.

• Bachelor's degree required. Degree in Biology, Chemistry, Life Sciences, or related field preferred. Alternatively, a degree in Communications or Design combined with experience in biotech, healthcare, or a technical environment is acceptable.
• 7+ years of experience supporting C-level executives, leading executive communications, or managing high-visibility projects.
• Demonstrated experience managing highly confidential and proprietary information with discretion.
• Advanced expertise in PowerPoint and Canva; strong visual storytelling capabilities.
• Proficiency in Adobe Creative Cloud tools (InDesign, Illustrator) or comparable platforms.
• Strong knowledge of modern collaboration tools (Slack, Asana, Monday.com, etc.) and comfort leveraging AI-enabled productivity tools.
• Proven ability to synthesize complex scientific or technical information into clear, compelling narratives.
• Experience identifying process improvements and implementing workflow efficiencies.
• Exceptional written, verbal, and presentation skills.
• Strong executive presence, professionalism, and interpersonal judgment.
• Ability to perform effectively in high-pressure, fast-moving environments with shifting priorities.

• You are both analytical and creative.
• You see patterns in complexity and instinctively simplify them.
• You think visually and strategically.
• You anticipate executive needs before they arise.
• You balance discretion with decisive action.
• You are proactive, solutions-oriented, and committed to operational excellence.