Executive Assistant 03132026

About the Company

Exquisite Biomedical Consulting (EBC) is a boutique life sciences consultancy firm specializing in Medical Affairs, Clinical and Regulatory Strategy, and Evidence Generation for medical device, regenerative medicine, diagnostics, and digital health companies.

We partner with life sciences manufacturers from concept through commercialization of novel medical products and offer services such as fractional Chief Medical Officer support, medical, clinical and regulatory strategy, literature and evidence development, medical writing, and business development.

Role Overview

The Executive Assistant provides high-level administrative, organizational, and coordination support to the CEO and senior leadership team. The role supports executive scheduling, communications, meeting coordination, document preparation, research, follow-up tracking, and related administrative activities that help leadership manage priorities efficiently and professionally.

This role requires a highly organized, proactive, and flexible professional who can support executive workflows, prepare high-quality documents and presentations, coordinate follow-up items, and facilitate smooth communication with clients, vendors, and internal team members.

Key Responsibilities

1. Executive and Administrative Support

• Provide high-level administrative support to the CEO and senior leadership.
• Schedule, coordinate, and manage executive calendars, meetings, and follow-ups.
• Prepare and manage meeting agendas, meeting materials, minutes, and action-item tracking.
• Maintain continuous lines of communication and keep leadership informed of critical issues, priorities, and deadlines.
• Support executive time management, document organization, and workflow coordination.
• Assist with travel coordination, virtual meetings, and other executive logistics, as needed.

1. Research, Drafting, and Executive Deliverables

• Research, analyze, and synthesize information to support executive decision-making and business activities.
• Draft, edit, format, and finalize reports, proposals, summaries, presentations, LinkedIn posts, and other business communications.
• Perform extensive word processing and formatting in Microsoft Word, including management of complex documents, tables, and presentation-ready materials.
• Assist in preparing polished internal and external documents aligned with EBC standards and client expectations.

1. Project, Documentation, and Workflow Support

• Support tracking of executive and project follow-up items.
• Help organize project documentation, milestones, stakeholder communications, and ongoing workstreams.
• Assist in scheduling project meetings, tracking progress, and communicating updates to relevant team members.
• Support the organization and maintenance of shared folders, internal documentation systems, and team platforms.
• Help maintain orderly and accessible company information, files, records, and templates.
• Assist with administrative consistency and workflow organization.

1. Client and Business Support

• Support communications, scheduling, document exchange, and follow-up with clients and partners.
• Help coordinate outreach and follow-up activities where appropriate.
• Update CRM records and assist with follow-up activities, as directed.
• Contribute to company materials and visibility efforts, including assistance with website content, LinkedIn posts, branded materials, and presentation development, as needed.
• Provide administrative support across company initiatives, as needed.

1. Confidentiality, Professionalism, and Business Conduct

• Maintain strict confidentiality in relation to company, client, and project information.
• Demonstrate professionalism, sound judgment, integrity, and discretion in all interactions.
• Follow EBC internal policies, procedures, and expectations for ethical business conduct.
• Handle sensitive information with care and maturity.

Qualifications

• Undergraduate or graduate degree required.
• Experience supporting executives, departments, or senior teams and coordinating deliverables in a professional setting.
• Strong experience in administrative, executive assistant, project coordination, or similar support roles.
• Superior proficiency with Microsoft applications, especially Word, PowerPoint, Excel, Outlook, and OneDrive.
• Strong experience with scheduling, meeting coordination, and professional customer/client interface.
• Excellent written and verbal communication skills in English.
• Ability to work with professionalism, flexibility, and self-motivation in an entrepreneurial environment.
• Permanent authorization to work in Canada.

Nice to Have Qualifications

• Experience in healthcare, life sciences, medical devices, biotech, consulting, or other professional services environments.
• Experience with CRM platforms such as Pipedrive, HubSpot, or similar systems.
• Experience supporting document-heavy work, reporting, proposal preparation, and presentation development.
• Familiarity with LinkedIn business communication, formatting of polished deliverables, and remote collaboration tools such as Teams and Zoom.

What We Offer

• Opportunity to work closely with senior leadership in a growing boutique life sciences consultancy.
• Exposure to a variety of meaningful projects across medical, clinical, regulatory, and business functions.
• Entrepreneurial work environment.
• Opportunity to contribute meaningfully to the growth and effectiveness of a high-impact consulting firm.

How to Apply:

Please send an e mail with your resume and a cover letter, if desired, to admin@exquisitebiomedical.com.

Include in the subject line: Executive Assistant 03132026