Executive Assistant - Head of Research, Development and Medical Affairs

South San Francisco, CA
May 17, 2022
Biotech Bay
Required Education
Bachelors Degree
Position Type
Full time


Position Summary:

Global Blood Therapeutics, Inc. (GBT) is seeking an experienced Executive Assistant to provide administrative support reporting to the Head of Research, Development and Medical Affairs (RDMA) as well as another GBT executive.

Essential Duties and Responsibilities:

  • Actively manage calendars to ensure no conflicts; proactively address issues with little direction
  • Setting up meetings and conference calls, often involving internal personnel and/or external parties, encompassing the use of audio and web-based meeting technologies
  • Coordination and distribution of agendas for meetings headed by Head of RDMA
  • Must be able to prioritize and manage multiple projects simultaneously
  • Handle confidential material with appropriate discretion
  • Willing to be accessible after hours or on weekends, if the need arises
  • Provide administrative back-up coverage as designated in Administrative Team Charter (e.g. during vacations, sick time)

Meeting and Events Planning:

  • Experience in conference and event planning and coordination
  • Experience in planning study kick-off meetings, ad boards and off-sites
  • Experience with board of directors and executive leadership teams
  • Flexibility to travel to conference or meetings to provide onsite support
  • Liaise with CEO’s assistant on RDMA presentations for the Board and R&D Committee meetings

Travel, Expense Reconciliation and Recruiting:

  • Seasoned in coordinating multi-leg domestic and international travels
  • Experience with CONCUR reconciliation (compile, submit, and track expense reports)
  • Assist with New Hire, on-boarding activities


  • At least 6 years of administrative experience is required
  • 10 or more years of administrative experience (biotech preferred) in increasing positions of responsibility, including supporting C-suite executives, is highly preferred
  • Ability to work in a fast paced, start-up environment
  • Flexibility with regard to job responsibilities and duties
  • Ability to multitask and shift priorities quickly
  • Strong knowledge of MS Office (Excel, Word, PowerPoint, Outlook, CONCUR)
  • Experience with Zycus contracts helpful
  • Excellent analytical, planning/organizational skills with strong attention to detail
  • Ability to effectively communicate and share knowledge with internal and external contacts at all levels, including advocacy groups, health care providers (HCP), and key opinion leaders (KOL)
  • Proven ability to work under tight deadlines and pressure in a composed manner
  • Must have excellent customer-service orientation, high degree of professionalism, and be a strong team player
  • Ability to learn quickly and take on new challenges as they arise
  • Must be flexible, resourceful, and detail oriented
  • Effective interpersonal and communication skills
  • Skilled in developing collaborative internal and external relationships
  • Proactive, efficient and timely follow through
  • Exhibit professionalism and diplomacy with colleagues at all levels

Fit with GBT culture:

  • Ability to build strong relationships with co-workers of various backgrounds and expertise
  • Ability to function at a high level in a team setting whether leading the group or acting as an individual contributor
  • Values-based leadership consistent with GBT's Core Values
  • Excitement about the vision and mission of GBT
  • Flexibility
  • Integrity

NOTE:  This position summary is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.

The Company complies with all laws respecting equal employment opportunity and does not discriminate against applicants with regard to any protected characteristic as defined by federal, state, and local law.  This position may require you to work onsite or interact in person with customers of the Company and/or work onsite from time to time at the Company’s facilities.  The Company requires all employees working in its facilities (including attending in-person meetings and events) to be fully vaccinated from COVID-19 (except as required by applicable law).  Therefore, this position requires you to be fully vaccinated from COVID-19, subject to reasonable accommodations for a disability/medical condition or sincerely-held religious belief, and/or as otherwise required by applicable law.  The Company considers you fully vaccinated once 14 days have passed since you received either the second dose in a two-dose COVID-19 vaccine series or a single-dose COVID-19 vaccine. This position requires you to maintain a fully-vaccinated status against COVID-19, subject to reasonable accommodations required by applicable law. The vaccine must have been FDA approved, have emergency use authorization from the FDA, or, for persons fully vaccinated outside of the U.S., be listed for emergency use by the World Health Organization.