Executive Administrative Assistant (Business Development Support)

Synergy Bioscience is looking for a reliable, proactive Executive Administrative Assistant to work directly for the CEO. Our leader often travels to meet potential clients and develop new business. While they are away, this person keeps the office running, acts as a trusted point of contact for clients and partners, and supports business development so that client opportunities move forward. The right candidate is dependable, discreet and comfortable acting independently, and knows when to escalate.

They also understand that good administrative work helps the company win and keep clients.

Responsibilities

• Executive Support
• Provide dedicated administrative support to the CEO. This includes managing their calendar, email, travel, meetings, and follow-up items.
• Anticipate needs, prepare briefing materials before meetings and client visits, and track action items to completion.
• Coordinate complex travel arrangements, itineraries and expense reports, including last-minute changes.
• Office Continuity During Executive Travel
• Serve as the main point of contact in the office while the CEO is away. Handle routine matters independently and escalate urgent issues promptly.
• Send regular status updates (for example, a daily summary) on client inquiries, office matters, and pending decisions.
• Keep day-to-day office operations running smoothly, and coordinate with internal teams, vendors and service providers as needed.
• Business Development Support
• Respond professionally to incoming inquiries from current and potential clients, collect their needs, and route opportunities to the CEO quickly.
• Schedule and coordinate client calls, virtual meetings, site visits, and facility tours.
• Help prepare proposals, quotes, capability presentations and client correspondence, working under the CEO's direction.
• Track leads, contacts, follow-ups and proposal status in a CRM system or tracking spreadsheet, and keep the information accurate and up to date.
• Coordinate confidentiality agreements (NDAs/CDAs) and other client documents for review and signature.
• Support logistics for trade shows, conferences and client events, including materials, registrations and post-event follow-up.
• Help keep client communication consistent so prospects receive timely, professional responses.
• Records and Confidentiality
• Maintain office records, filing systems, client files and confidential administrative documentation.
• Handle sensitive business, client and pricing information with complete discretion and professionalism.
• Follow document control and record-keeping practices that meet the standards of a regulated life sciences environment.

Requirements

Requirements

• At least 5 years of administrative support experience, including at least 2 years supporting a senior leader or executive directly.
• Proven reliability and the ability to work independently with little supervision, including managing responsibilities while the leader is away.
• Experience communicating with clients or external business contacts in a professional, service-focused way.
• Experience handling confidential information with discretion and integrity.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment, using sound judgment about what to handle and what to escalate.
• Strong organizational skills, including experience managing records, follow-ups and administrative workflows.
• Proficiency with Microsoft Office (Outlook, Excel, Word and PowerPoint) and experience with document management systems.
• Excellent written and verbal communication skills, with a polished, professional manner in person, by phone and by email.
• Eligibility to work in the United States.

Preferred Qualifications

• Experience supporting business development, sales or client relations. Examples include proposal preparation, lead tracking and client meeting coordination.
• Familiarity with CRM tools (such as Salesforce, HubSpot or similar).
• Prior experience in a regulated life sciences setting, such as pharmaceuticals, biopharma, medical devices, contract research or quality-controlled documentation environments.
• Experience coordinating trade shows, conferences or client events.
• Key Qualities We Value
• Dependable: Follows through on commitments without reminders.
• Proactive: Spots needs and solves problems before they grow.
• Discreet: Keeps business, client and personal information confidential.
• Client-minded: Represents Synergy professionally to every contact.
• Sound judgment: Knows what to handle alone and what needs the leader's attention.
• Committed: Wants to grow with the company over the long term.