Moxie Clinical Corporation
Executive Assistant
San Francisco, CA
·
Full time
Company website
We are seeking a highly experienced Executive Assistant to support the CEO of a boutique Contract Research Organization (CRO). This full-time role reports directly to the Chief Executive Officer, with coordination through Business & Clinical Operations on cross-functional workflows. The role is designed for a seasoned professional who thrives in start-up environments, operates with limited direction, and takes ownership of the details that keep a growing company running. This individual will work closely with the CEO and a small, high-performing leadership team to protect the CEO's time and ensure follow-through across business and administrative priorities.
About Moxie Clinical Corporation
Moxie Clinical is dedicated to driving innovation in clinical trials with a precision-focused approach.
Our team of experts brings deep industry knowledge, operational excellence, and a commitment to accelerating medical advancements.
By combining strategic expertise with cutting-edge methodologies, we empower biotech and medtech companies to navigate the complexities of clinical research with confidence.
Description
Executive Support
- Proactively manage the CEO's calendar, meetings, and priorities with discretion and sound judgment
- Prepare meeting materials, agendas, and follow-ups; track action items and ensure closure
- Review incoming corporate mail (electronic or paper), scan, file, and share with relevant department heads (i.e. HR, finance, accounting, etc.)
- Support upcoming travel activities, including coordination of travel itinerary, transportation, lodging, and logistics
- Manage expense reports for the CEO and leadership team as needed, including receipt capture, corporate card reconciliation, and coding for Finance review
- Coordinate scheduling across US and Australia time zones, including occasional early morning or evening calls to support Moxie Clinical Pty Ltd
- Serve as a gatekeeper to help the CEO stay focused on high-value work
- Operational Support
- Support HR with on/offboarding of employees and contractors following Moxie's procedures and workflows
- Own file storage and document management in SharePoint, including folder structure, file naming conventions, and filing of corporate documents
- Coordinate Board meetings; schedule meetings and prepare and distribute board materials as needed
- Assist with the set-up and logistics of new office location, including office configuration, furniture, and supplies to ensure the Moxie team is set up for success
- Coordinate with external vendors (accounting, legal, payroll, etc.) as appropriate
Team & Business Coordination
- Assist with coordination of internal and external events (i.e. conferences, team summits, executive meetings, etc.), including identifying locations and space, and arranging catering
- Support ad hoc projects related to operations, compliance documentation, or strategic initiatives
Ideal Candidate Profile
- 10+ years as an Executive Assistant supporting a CEO or founder, ideally in a startup or boutique professional services environment
- Highly organized and proactive, able to execute with limited direction from your first week
- Anticipates the CEO's needs, preferences, and priorities and stays two steps ahead
- Discreet and trustworthy with confidential information including sponsor materials, board documents, and personnel and compensation data; signed NDA required
- Confident interacting with executives, clients, and external partners
- Flexible and available to travel with the CEO several times per year
- Tech-savvy and comfortable with modern collaboration tools