Executive Assistant, Research

Who We Are:

Calico (Calico Life Sciences LLC) is an Alphabet-founded research and development company whose mission is to harness advanced technologies and model systems to increase our understanding of the biology that controls human aging. Calico will use that knowledge to devise interventions that enable people to lead longer and healthier lives. Calico’s highly innovative technology labs, its commitment to curiosity-driven discovery science and, with academic and industry partners, its vibrant drug-development pipeline, together create an inspiring and exciting place to catalyze and enable medical breakthroughs.

Position Description:

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support our Chief Scientific Officer (CSO), his lab, and members of the research organization. This role is critical to ensuring the CSO and the broader scientific organization can operate at peak efficiency. You’ll manage multiple calendars, coordinate logistics, track project deliverables, and act as a key liaison across departments and with external stakeholders. Success in this position requires agility, sound judgment, discretion, and a collaborative mindset.

Key Responsibilities:

Executive & Team Support

• Manage and maintain multiple complex calendars with a high level of accuracy and discretion

• Schedule and coordinate onsite meetings, including visits from external collaborators and executive-level candidates

• Prepare agendas, capture meeting notes, and ensure timely follow-up on action items

• Coordinate all domestic and international travel logistics (itineraries, accommodations, conferences), including processing expense reports in Coupa

• Track deadlines and deliverables across multiple projects

• Assist with the preparation, editing, and formatting of presentations and administrative documents

Team Operations & Communication

• Drive team-level operations including staff meeting coordination and event planning

• Serve as a key point of contact between the CSO and internal/external stakeholders, ensuring smooth information flow and follow-up

• Maintain confidential information with a high degree of professionalism and discretion

• Organize and manage digital filing systems for scientific and administrative records

• Support planning and logistics for lab visits, offsites, and team events

• Collaborate cross-functionally with HR, Finance, and Operations to support organizational initiatives and ensure alignment with company priorities

• Assist with onboarding and coordination of new team members, consultants, and collaborators

Position Requirements:

• 5 years’ experience with a BA degree preferred

• Collaborative team player with a positive, service-oriented mindset and a passion for enabling impactful scientific work

• Exceptional organizational and time management skills; able to manage multiple tasks and priorities efficiently

• Excellent verbal and written communication skills, with attention to detail

• Tech-savvy: proficient in Google Workspace, Microsoft Office, and comfortable learning new tools (e.g., Coupa, project management platforms)

• Proactive, self-directed, and capable of anticipating needs and taking initiative in a dynamic, fast-paced environment

• Must be willing to be onsite 5 days a week

The estimated base salary range for this role is $139,000 - $146,000. Actual pay will be based on a number of factors including experience and qualifications. This position is also eligible for two annual cash bonuses.