Executive Assistant

About Stellix

The Stellix Group of companies share a common mission of providing transformative solutions at the intersection of science and technology that enable our customers to deliver a healthier and more sustainable future. Our unique portfolio of companies is focused on helping life sciences and industry manufacturers build, connect, and transform operations and IT to make real progress in breakthrough therapeutics, food, energy, and more.

Role Summary

We are seeking a highly capable Executive Assistant (EA) to provide proactive, strategic administrative support to a senior executive. This role goes beyond traditional administrative tasks and serves as a trusted partner to the executive, enabling focus on priorities, decision-making, and effective execution. The Executive Assistant will manage complex scheduling, communications, and coordination across internal and external stakeholders while maintaining discretion, judgment, and operational excellence.

This role is ideal for an experienced EA who thrives in a fast-paced, evolving environment and is comfortable anticipating needs, driving structure, and operating with a high degree of autonomy.

Duties and Responsibilities

Executive Support

• Manage and optimize the executive’s calendar, including prioritizing meetings, resolving conflicts, and anticipating preparation needs.
• Serve as a gatekeeper and point of contact for internal and external stakeholders, exercising sound judgment and discretion.
• Draft, edit, and manage correspondence, presentations, briefing materials, and talking points on behalf of the executive.
• Prepare the executive for meetings through agendas, pre-reads, follow-ups, and action tracking.

Business & Operational Support

• Coordinate logistics for meetings, offsites, and events (virtual and in-person), including scheduling, materials, and catering as needed.
• Track action items, decisions, and deliverables to ensure follow-through and accountability.
• Partner with cross-functional leaders, executive assistants, and teams to support business rhythm and information flow.
• Support special projects and initiatives as assigned, often requiring coordination across multiple teams.

Administrative & Expense Management

• Manage travel arrangements and itineraries when required.
• Complete and reconcile expense reports accurately and on time.
• Maintain organized digital files and systems to support efficient access to information.

Culture, Communication & Confidentiality

• Uphold the highest level of professionalism, confidentiality, and integrity.
• Represent the Vice President and leadership team with confidence and diplomacy.
• Support a positive, organized, and responsive executive office environment.

Qualifications

Experience:

• 6+ years of experience providing executive-level administrative support is preferred.
• Proven ability to manage multiple priorities, shifting deadlines, and competing demands with calm efficiency.
• Exceptional written and verbal communication skills.
• Strong organizational skills and attention to detail.
• High emotional intelligence and ability to build trust with senior leaders and stakeholders.
• Proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint); comfort learning new tools and systems.
• Ability to work independently, anticipate needs, and proactively solve problems. Preferred Attributes
• Experience supporting leaders in a matrixed or fast-growth organization.
• Comfort handling sensitive, confidential, and time-critical information.

Preferred Attributes

• Experience supporting leaders in a matrixed or fast-growth organization.
• A proactive mindset toward leveraging AI to improve efficiency, effectiveness, and performance across individuals, teams, leaders, and the organization is preferred.
• Comfort handling sensitive, confidential, and time-critical information.
• Strong judgment and ability to make decisions within defined guardrails.
• A service-oriented mindset paired with confidence to push back when needed.

Here’s What You’ll Get

• Highly competitive Medical, Dental, and Vision Insurance
• Flexible Spending or Health Savings Accounts
• Unlimited Vacation Time
• 10 Paid Holidays
• 12 Paid Weeks Maternity Leave
• Pet Insurance
• Retirement Savings: 401(k) and Employee Stock Ownership Plan
• Employee Referral Bonus
• Professional Development Reimbursement
• Company Paid STD, LTD, and Life Insurance

This position will offer a starting salary of $85K to $95K.

Must be currently authorized to work in the United States.

Policy on Third-Party Unsolicited Resume Submissions: Please note that any third-party unsolicited resume submissions will immediately become the property of Stellix. Stellix will not pay any fee to a submitting employment agency, person, or entity unless a signed agreement is established.

Please Note: Stellix is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, protected veteran status or any other characteristic protected by law.