Executive Assistant & Office Manager
Location: Seattle, WA (onsite at least 80% of the time)
Company: Frazier-backed biotech (stealth mode)
The Opportunity
As Executive Assistant & Office Manager, you will oversee the daily activities in a fast-growing biotech startup. If you are flexible, organized, and have a knack for multitasking, you will thrive in this role.
Responsibilities are broad with the ability to take on a variety of tasks; including calendar management for internal and external meetings, contract management, office management, general administrative support, and people operations.
The successful candidate will anticipate needs, communicate clearly, and execute efficiently across competing priorities. Self-motivated, collaborative, proactive, and highly organized, they will build simple, reliable processes as the company scales. This role is based in Seattle and is expected to be onsite at least 80% of the time.
What You'll Do
Executive support & meeting coordination
- Strategically manage complex calendars for multiple leadership team members; resolve conflicts, protect priorities, and coordinate internal and external meetings.
- Coordinate leadership, board, investor, partner, and team meetings, including scheduling, materials, rooms, virtual links, catering, and follow-up logistics.
- Arrange domestic and international travel for supported leaders and team members, prepare clear itineraries, manage changes, and process expense reports.
- Handle sensitive company, personnel, legal, and financial information with discretion and sound judgment.
Finance, contract & vendor administration
- Create and track purchase orders; route invoices and expenses; support vendor onboarding; and follow up with internal owners and the company's outsourced finance partner.
- Administer CDA and contract workflows using approved templates, including routing documents for review and signature, maintaining trackers, and monitoring status and renewals.
- Coordinate administrative questions with outside legal counsel while leaving substantive legal review and negotiation to counsel and company leadership.
- Maintain organized vendor and finance records, flag bottlenecks, and help implement practical processes that shorten administrative cycle times.
Office operations & team experience
- Own day-to-day office operations at Launch Labs, including workspace organization, supplies, mail and shipping, facilities coordination, and inventory.
- Order lunch and refreshments for in-person meetings, visitors, and company events; coordinate team dinners, offsites, and other gatherings.
- Serve as a responsive point of contact for employees, guests, vendors, and the Launch Labs team; coordinate office access and workspace setup.
- Identify and implement tools, templates, and operating procedures that improve reliability and reduce administrative burden for the team.
Recruiting, onboarding & special projects
- Coordinate interview schedules and logistics and provide a warm, professional experience for candidates.
- Support new-hire onboarding and employee departures, including equipment, systems access, office setup, orientation logistics, and coordination with external providers.
- Provide administrative support for company events and cross-functional projects led by the leadership team.
- Take ownership of new operational needs as they arise in a fast-moving startup environment.
What You'll Bring
Minimum qualifications
- BA/BS or equivalent practical experience, with 5+ years of experience in executive assistance, administration, office management, or a related operational role.
- Demonstrated experience supporting multiple senior executives and managing complex, high-volume calendars.
- Strong organizational skills and attention to detail, with the ability to prioritize competing requests and close loops without extensive oversight.
- Experience with office operations and administrative finance or contracting workflows, including purchase orders, invoices, vendor onboarding, CDAs, or signature routing.
- Strong written and verbal communication skills and proficiency with Microsoft 365, including Outlook, Teams, Excel, SharePoint, and Word.
- Ability to work onsite in Seattle at least 80% of the time.
Preferred qualifications
- Experience in an early-stage, venture-backed, or other fast-moving startup; biotechnology or life sciences experience is a plus.
- Experience coordinating board, investor, or other high-stakes external meetings.
- Experience working with outsourced finance, legal, HR, or other professional-service providers.
- Experience supporting recruiting, onboarding, team events, or people operations.
Traits for success
- Self-motivated, proactive, and pragmatic, with the initiative to anticipate needs, solve problems, and determine when to escalate.
- Highly organized and efficient, with excellent time management, attention to detail, and the ability to multitask while consistently closing loops.
- Collaborative and service-minded, with strong communication skills and the ability to build open, productive relationships across the company.
- Flexible, calm, and resourceful when plans change; reliable and discreet, with sound judgment, integrity, and a strong commitment to high-quality work.
Why Join Us
- Build the administrative and office foundation for an early-stage company while partnering closely with the COO and broader leadership team.
- Work closely with experienced company builders and leaders across the Frazier Life Sciences network.
Equal Opportunity Employer. We are committed to an inclusive workplace. How to Apply: Submit your resume.
