Executive Assistant – Global Health & Genomic Data

About the Company

We are supporting an innovative, venture-backed startup operating at the intersection of genomic data, global health, pharmaceuticals, animal health, and agricultural technology.

The company is building a marketplace and brokerage for the exchange of non-human genomic data, working with organisations and senior stakeholders around the world.

As an early-stage company, the team is small, fast-moving, and highly focused. The founders regularly interact with senior government, healthcare, scientific, legal, and international stakeholders, making this a role where discretion, responsiveness, organisation, and sound judgment are essential.

About the Role

We are looking for a highly reliable and proactive Executive Assistant to provide direct support to the founders. This is not a traditional high-volume administrative role. The workload may fluctuate but when something needs to be handled, it is often time-sensitive and important.

The successful candidate will be someone who can operate independently, understand priorities, communicate professionally, and handle sensitive information with absolute discretion.

Key Responsibilities Executive & Administrative Support ● Manage and coordinate calendars and meetings ● Monitor incoming emails and respond or flag items appropriately ● Ensure important messages and meeting requests are handled promptly ● Coordinate meetings with senior and international stakeholders ● Follow up professionally and persistently with contacts who have gone quiet

● Keep track of outstanding conversations, commitments, and follow-ups ● Prepare and organise documents for meetings and external stakeholders

Research & Ad-Hoc Support ● Conduct research and identify suppliers, services, venues, and other resources internationally ● Assist with organising events and travel-related requirements ● Research and coordinate local suppliers in international locations ● Support the founders with ad-hoc personal and professional administrative tasks

Notion & Documentation ● Maintain information and documentation within Notion ● Create, organise, edit, and share Notion documents ● Keep Notion records accurate and up to date ● Help ensure Notion remains the company's central source of information

Financial & Document Administration ● Organise and categorise company expenses ● Help turn expense information into useful data for weekly and monthly reviews ● Prepare documentation for accountants, tax advisors, and lawyers ● Manage sensitive documents and ensure deadlines are clearly tracked

Confidentiality & Information Security ● Handle highly sensitive business, legal, scientific, and personal information ● Maintain strict confidentiality at all times ● Exercise excellent judgment when dealing with sensitive communications and documents ● Follow appropriate data security and confidentiality procedures

What We're Looking For

The ideal candidate will have: ● Previous experience as an Executive Assistant, Personal Assistant, Senior Administrator, or similar role ● Excellent written English and professional email communication skills ● Strong organisational and time-management skills ● Excellent attention to detail ● The ability to prioritise urgent tasks effectively ● Strong judgment and common sense ● A proactive, "figure it out" mentality ● The ability to work independently with minimal supervision ● Experience managing calendars, meetings, and correspondence ● Experience working with Notion ● Comfort using Slack ● Strong document management and administrative skills ● A high level of discretion when dealing with confidential information

AI Experience – Nice to Have

The company uses Claude extensively for analysis and research. You do not need to be an AI expert, but familiarity with tools such as Claude or ChatGPT would be a strong advantage. The ability to take a task, use AI effectively to assist with it, and deliver a polished result would be highly valued.

The Right Personality

Discreet – You will be trusted with highly sensitive information. Responsive – When an important email or request arrives, it needs to be handled promptly. Proactive – You should be able to identify what needs doing without waiting to be asked about every step. Persistent – The founders regularly communicate with extremely busy senior stakeholders, so polite and professional follow-up is an important part of the role. Resourceful – Whether it's finding a caterer in Armenia, organizing a meeting, or tracking down information, you should be comfortable figuring things out. Calm under pressure – Priorities can change quickly, and some tasks will be time-sensitive. Professional – You will be representing senior executives when communicating with high-level contacts around the world.

Why Join Assist World?

100% REMOTE

$50 birthday bonus

$200 testimonial bonus

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