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Job Description
Executive Assistant
Department: Core - Business Infrastructure & Operations
Employment Type: Permanent - Full Time
Location: Austin, USA
Reporting To: BIO Manager, North America
Description
Aurora is seeking an Executive Assistant to serve as a high-impact partner to the North America Managing Director (MD), providing advanced administrative, operational, and coordination support in a fast-paced, high-stakes environment. This role is best suited for someone who thrives on structure, prioritization, and driving efficiency, and who is motivated by enabling senior leadership to operate at their highest level.
The ideal candidate thrives under pressure, is relentlessly organized, and anticipates needs before they surface. You will own the management of a complex inbox and calendar, optimize how the Managing Director spends time, and ensure seamless coordination across internal teams, and external stakeholders. Success in this role requires strong judgment, attention to detail, and maintaining absolute discretion while operating at the center of sensitive and high-impact decisions.
Ultimately, as an Executive Assistant, you will play a critical role in improving the effectiveness and efficiency of the Managing Director by delivering timely, high-quality support and driving disciplined execution. This is an opportunity to be embedded in a high-performing, fast-paced organization where the role goes beyond traditional administrative support and operates as a true extension of the executive office for our North America hub.
Key Responsibilities
Executive Support & Inbox Management
- Own daily inbox triage: prioritize, draft responses, route approvals, and maintain a clear “pending decisions” queue
- Establish response prioritization systems to ensure urgent matters are surfaced and routine items are handled efficiently
- Manage recurring administrative cycles, including leadership follow-ups, performance processes, and internal communications
Calendar Architecture & Meeting Optimization
- Design and continuously optimize the MD’s calendar to reduce conflicts, batch meetings, and protect focus time
- Proactively resolve scheduling conflicts and improve recurring meeting structures
- Enforce meeting discipline (clear agendas, right attendees, shift to async where appropriate)
Meeting Preparation & Follow-Through
- Prepare concise briefing materials outlining context, objectives, and decision points
- Track actions, assign owners, and ensure timely follow-through via structured systems
- Deliver clear, same-day summaries and next steps after key meetings
Stakeholder Coordination
- Coordinate across leadership, Commercial, Research, Operations, and external partners to ensure alignment and seamless execution
- Maintain a structured stakeholder tracking system, including priorities, open items, and follow-ups
- Facilitate communication flow and ensure timely closure of outstanding items
Execution & Representation
- Extend the reach of the MD by representing him in defined, low-risk contexts by attending and representing the MD in select meetings focused on information gathering or coordination, providing clear summaries thereafter
- Support onsite execution in Austin, including meeting logistics, visitor coordination, and day-of operational needs
- Partner with office operations to ensure smooth execution during high-density meeting days and key events
What we are looking for
Required attributes:
- 5+ years of experience supporting senior executives in high-intensity, high-meeting-volume environments
- Demonstrated ability to design and optimize calendar systems, not just manage meetings
- Exceptional written and verbal communication skills, with the ability to draft polished executive-level correspondence
- Strong judgement, discretion, and ability to manage sensitive information with integrity
- Proven operational rigor: task tracking, follow-through, and deadline management
- Ability to work onsite in Austin, TX, with flexibility to support a dynamic schedule
Desirable attributes:
- Experience supporting a Managing Director or senior leader in a fast-paced, matrixed organization
- Exposure to high-growth or commercially driven environments (e.g., energy, infrastructure, finance, or similar)
- Experience implementing productivity systems or workflow improvements for senior leaders
What we offer
- A fun, informal, collaborative and international work culture
- A competitive salary and benefits package
- Access to regular coaching and mentoring sessions and the opportunity to learn from experienced professionals
- A brand-new office space in the vibrant and culturally rich East Austin area
- Access to the Aurora Academy, our training program offering a range of opportunities to develop your skills
The Company is committed to the principle that no employee or job applicant shall receive unfavorable treatment on grounds of age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage and civil partnership and pregnancy and maternity.
The successful candidate would start as soon as possible. We will review applications as they are received. Salary will be competitive with experience.