Executive Assistant, Commercial at Drug Hunter in Location not listed

About the Role

Drug Hunter is a B2B subscription knowledge base for biotech and pharma R&D scientists that empowers them to discover the medicines of the future. We serve most of the world’s top biotech and pharma companies, including Dow 30 and S&P 500 organizations.

We are seeking a Commercial Executive Assistant who will serve as a trusted partner and operational force-multiplier to members of our leadership and commercial teams. This role combines executive support with commercial and operational coordination—helping ensure leaders’ time, communications, travel, customer-facing activities, and key initiatives are organized and executed effectively.

The ideal candidate is exceptionally organized, proactive, detail-oriented, and comfortable managing multiple priorities in a fast-paced, growing organization. This individual will play an important role in keeping commercial activities moving, anticipating logistical needs, and ensuring strong coordination across Sales, Marketing, and other teams.

Location: Hybrid position based in the central or eastern time zones. Domestic and occasional international travel may be required, estimated at approximately 10–15%.

Key Responsibilities

Executive & Commercial Leadership Support

Exercise strong judgment to provide high-level administrative and operational support to designated leaders, helping ensure priorities, schedules, and day-to-day activities run smoothly.

• Manage calendars, scheduling, travel arrangements, expenses, and administrative tasks on behalf of designated leaders.
• Coordinate meetings across internal teams, customers, prospects, partners, and other external stakeholders.
• Anticipate needs and proactively resolve scheduling, travel, and logistical challenges.
• Help leaders stay organized and focused on their highest-priority activities.
• Support additional executives and commercial team members as business needs evolve.

Communication & Information Management

Support effective communication and information flow across the commercial organization and broader company.

• Review, organize, and help prioritize inbound communications and requests.
• Prepare meeting agendas, briefing materials, presentations, and supporting documentation.
• Track action items and follow-up commitments to help ensure timely execution.
• Draft and coordinate professional communications on behalf of members of the leadership team.
• Help maintain organized documentation and information related to key meetings, initiatives, and customer activities.

Commercial & Operational Coordination

Support the execution of strategic and operational priorities across the commercial organization.

• Coordinate cross-functional projects and initiatives involving Sales, Marketing, Finance, Science, Operations, and leadership.
• Manage timelines, deliverables, and stakeholder communications for assigned initiatives..
• Support coordination of multi-site customer visits across various time zones and countries, including travel, schedules, meeting logistics, and calendar invitations.
• Help track logistical and operational requirements for customer visits, seminars, conferences, symposium, dinners/mixers and other commercial activities.
• Identify opportunities to improve workflows, streamline processes, and enhance operational efficiency.
• Support special projects and ad hoc initiatives as needed.

Events & Commercial Programs Support

Provide logistical and coordination support for select customer-facing events, commercial programs, and internal Sales activities.

• Partner with Sales and Marketing to coordinate invite lists and attendee tracking for customer dinners, mixers, symposiums, and other commercial events.
• Coordinate calendars, meeting invitations, travel logistics, and schedules associated with customer visits and multi-site trips.
• Track and coordinate Sales requirements for customer visits and events, including materials, collateral, swag, shipping, and other logistical needs.
• Support planning of internal commercial events, including Sales Kickoff meetings, team meetings, and offsites.
• Assist with venue research and selection, agendas, external collaborator coordination, catering, travel, and other event logistics.
• Coordinate with internal stakeholders, vendors, venues, and external partners as needed.
• Help maintain event timelines and ensure key logistical deadlines and requirements are met.
• Provide occasional on-site support for select company or commercial events.

Operational Excellence

Contribute to building efficient and scalable processes that support a growing commercial organization.

• Assist with budgeting, expense management, vendor coordination, and resource planning as needed.
• Recommend and implement process improvements that reduce friction and increase efficiency.
• Help establish systems and workflows that improve organization, visibility, and execution.
• Maintain a high level of attention to detail across schedules, travel, meetings, events, and other operational responsibilities.
• Perform other duties as needed to support the success of the organization.

Qualifications

• 5–8+ years of experience supporting senior executives and/or commercial leadership in a fast-paced, high-growth environment.
• Experience supporting Sales, Business Development, or other customer-facing teams is strongly preferred.
• Exceptional time management, prioritization, and multitasking abilities.
• Highly detail-oriented with the ability to manage multiple moving pieces without losing sight of deadlines or follow-up.
• Able to communicate professionally and confidently with senior executives, customers, external partners, and internal stakeholders.
• Proficient with productivity tools and automations, including Google Workspace, Microsoft Office, Slack, project management platforms, Superhuman, and LLMs.
• Comfortable adopting new tools and systems quickly.
• Trusted to handle confidential information and represent members of the leadership and commercial teams with maturity and professionalism.
• Demonstrates strong judgment and understands when to act independently versus escalate.
• Resourceful, proactive, and solutions-oriented.
• Takes ownership of details and follows tasks through to completion.
• Collaborative, positive, and comfortable working across functions.

Drug Hunter provides industry-leading benefits, including:

• Competitive salary, variable compensation, and equity.
• Broad range of medical, dental, vision, and life insurance plans for employees and their dependents, including generous coverage for a platinum PPO healthcare plan.
• Short-term and long-term disability insurance.
• Cancer and critical illness coverage.
• Up to 14 weeks paid parental leave after one year of tenure and childcare FSA plan.
• 401(k) with employer match (3–5%).
• Home office setup stipend for fully remote employees.
• Learning and development support.
• Generous and flexible vacation and leave policies.