Executive Assistant

About X-Therma

X-Therma is a pioneering biotech firm advancing regenerative medicine by innovating biopreservation technology. Operating globally from its San Francisco Bay Area headquarters and Austrian subsidiary, X-Therma develops breakthrough solutions to preserve living biological materials safely and effectively without damaging ice formation or toxic chemicals.

The company has earned significant recognition including FDA Breakthrough Device Designation and successful transatlantic organ transport, positioning itself as a leader in the field with state-of-the-art, non-toxic preservation media and temperature-controlled biologic storage systems.

The Role

The Executive Assistant position supports senior leaders by managing organizational and operational priorities, facilitating smooth execution of company initiatives, and acting as a vital partner across cross-functional teams. This role demands exceptional organizational skills, proactive problem solving, and the ability to handle diverse responsibilities ranging from leadership support to managing events, finance, HR support, and compliance documentation.

Key Responsibilities

• Manage leadership calendars, complex travel arrangements, and coordinate major external engagements and conferences.
• Provide personal assistant support including errands, scheduling, and occasional driving for executives.
• Oversee office operations including vendor coordination, procurement, and workplace organization.
• Handle financial processes such as reimbursements, expense tracking, invoice management, and audits.
• Coordinate legal and compliance documentation including NDAs, MTAs, SOPs, and training records.
• Plan and support company events, employee lifecycle activities, and HR/payroll related workflows.
• Serve as a liaison between operations, finance, HR, legal, and quality teams to ensure project alignment and smooth logistics.

Qualifications

• Bachelor’s degree required.
• Minimum two years of relevant experience in executive assistance, administration, or operations.
• Highly organized with acute attention to detail and ability to multitask in a fast-paced environment.
• Strong written and verbal communication skills with a proactive, results-driven approach.
• Excellent interpersonal skills including collaboration and conflict management across functions.
• Proficient in Microsoft Office Suite.
• Valid driver's license and access to own vehicle required.

Preferred Attributes

• Mandarin language skills are a considerable advantage.
• Experience with multicultural or international environments.
• Previous executive or founder support experience.
• Willingness to enthusiastically undertake personal assistant duties.
• Familiarity with legal documentation and biotech or regulated industries.
• Quick adaptability and problem-solving aptitude outside core responsibilities.
• Strong relationship-building skills within diverse organizational levels.

Compensation & Benefits

• Annual salary range of $75,000 to $95,000 depending on experience.
• Health benefits including medical, dental, vision, and basic life insurance.
• More than 10 days of paid vacation, 13 paid company holidays, a special 5-day marriage leave, and usual Christmas break.
• 80 hours of sick leave annually.
• 401(k) plan with employer matching contributions.
• Eligibility for Employee Stock Option Plan.

Location & Equal Opportunity

This full-time position is based onsite in Hercules, California.

X-Therma is committed to equal employment opportunity regardless of any legally protected status, hiring strictly based on qualifications, merit, and business requirements.