Executive Assistant to the CEO

Do you want to join a team that is relentlessly pursuing solutions to improve the lives of patients with neurodegenerative diseases? Pentara is a leading clinical research organization, and we're looking for an Executive Assistant to the CEO to join our team.

As the Executive Assistant to the CEO, you will serve as a strategic business partner and the primary "right hand" to the statistical consulting leadership team. This is not a traditional support role; you will work closely with leadership, mentor assistants, oversee the daily cadence of the executive office, manage cross-functional projects, and ensure peak organizational velocity; allowing leaders to focus on high-impact strategic growth.

We are a close-knit team that values courage, collaboration, integrity, accountability, quality, and persistence. Our work is challenging and at times requires us to work more than the standard 40 hour work week, but we do our best to take care of our employees to ensure they can consistently perform at their best to improve the lives of our patients and client needs. If you are a humble and empathetic professional who isn't afraid to take risks and learn from failure, you will fit right in.

What you will do:

Strategic Workflow & Priority Management

• Anticipatory Calendar Management:Provide comprehensive management of the CEO and Sr. VP’s calendar, proactively identifying conflicts and prioritizing high-value engagements.
• Gatekeeping & Liaison: Act as the primary point of contact for internal and external stakeholders, skillfully managing access to the CEO and Sr. VP and filtering requests.
• Project Oversight: Monitor and track key deliverables and deadlines across departments to ensure executive-led initiatives remain on schedule.
• Meeting Management: Prepare detailed agendas, conduct pre-meeting research, and attend key meetings to capture action items and ensure rigorous follow-through.
• Team Architecture: Manage and mentor junior assistants, ensuring a unified standard of excellence and a culture of proactive support.
• Workflow Delegation & QC: Distribute high-volume administrative tasks across the support team, acting as the final "Quality Control" layer for all executive-facing deliverables.

Executive Communications & Presentation

• High-Level Correspondence: Draft, edit, and proofread sophisticated communications, including speeches and presentations.
• Drafting & Voice: Author professional emails and reports on behalf of the CEO and Sr. VP, maintaining a consistent and authoritative executive voice.
• Data & Presentation Support: Design and refine visual presentations and data-driven reports for client and internal meetings and company-wide town halls.

Operations & Logistics

• Process Improvement: Identify operational bottlenecks and implement new administrative systems or software to enhance overall productivity.
• Travel & Logistics: Orchestrate complex domestic and international travel itineraries, managing all details including flights, hotel reservations, visas, ground transportation, and minute-by-minute schedules.
• Budgetary & Expense Support: Oversee executive expense reporting and monitor departmental budgets or discretionary funds to ensure fiscal responsibility.
• Executive Event Planning: Coordinate high-stakes executive events, leadership off-sites, and corporate functions from initial concept through execution.

Who you are:

• Anticipatory Intelligence: The ability to map out secondary effects of decisions and mitigate "blind spots" before they impact the leadership team.
• High-Stakes Diplomatic Fluency: Mastery of "Executive Presence" to navigate complex power dynamics when interacting with high-value clients.
• Agile Project Management: Proficiency in modern tools (e.g., Asana, Slack, Notion) to create transparency and maintain high velocity on cross-functional projects.
• Technological Adaptability: An "Early Adopter" mindset, proactively integrating AI-driven tools to maximize the output of the executive office.

Experience you will bring:

• Experience: 10+ years of progressive support experience, including supervisory or team coordination.
• Education: Bachelor’s degree required; an advanced degree or PMP certification is preferred.
• Discretion: An impeccable track record of handling sensitive HR, legal, and intellectual property (IP) data with absolute confidentiality.
• Scientific Background: A degree or significant professional experience in a STEM field (Science, Technology, Engineering, or Math). Familiarity with statistical terminology, research environments, or data-driven consulting is highly preferred.
• Technical Mastery: Advanced proficiency in Microsoft 365/Google Workspace.
• Analytical Literacy: Ability to synthesize complex technical information and assist in the preparation of scientific briefs, board decks, and research-heavy correspondence.

What we will offer:

Pentara is committed to the well-being and success of our employees. We offer a comprehensive benefits package designed to support you and your family.

• Pay Range: $80,000 - $110,000 annually

Health & Wellness:

• Medical, Dental, and Vision insurance plans, with an HSA option and company contributions.
• Access to an onsite CrossFit gym and participation in monthly wellness challenges.

Financial & Retirement:

• 401(k) plan with a 100% company match up to 6% of your salary, with a vesting schedule.

Time Off:

• 80 hours of paid time off (PTO) per year, which increases with seniority.
• 10 paid company holidays.
• Paid Parental Leave.

Additional Perks:

• Free daily lunch.
• Opportunities for continued education, including weekly trainings and a scholarship program.

Pay: $80,000.00 - $110,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: In person