Part Time Executive Assistant

Job Description

Job Title: Executive Assistant to the CEO (Part-Time)

Company: ViQi

Location: Santa Barbara, CA (Preferred) / Remote (CA, WA, or OR)

Position Type: Part-Time W-2 Employee (Approx. 10 – 15 hours/week)

Compensation: $35 – $45/hr, commensurate with experience

Reports to: CEO

About ViQi: Science that Saves Lives

At ViQi (viqiai.com), our mission is to empower scientists to accelerate discoveries that save

lives and make advanced therapies more accessible. We are a fast-paced,

Santa-Barbara-based startup at the center of life sciences, AI, and cloud computing.

Traditional drug discovery is too slow, expensive, and manual. ViQi changes that. Our

sophisticated, AI-powered platform helps pharmaceutical companies, biotechs, and research

institutions analyze massive amounts of complex image data—finding insights that the human

eye can miss. Our solutions, like the Automated Viral Infectivity Assay (AVIA™), are helping to

revolutionize drug development, transform patient outcomes, and get novel treatments to people

faster.

Position Overview

ViQi is seeking a highly organized and proactive part-time Executive Assistant to support our

CEO. This is a unique, hybrid role that combines high-level administrative support with direct

involvement in our outbound marketing and fundraising operations.

While the title is Executive Assistant, this is a highly strategic, hands-on business development

role where your scientific knowledge will be utilized in outbound communication (70%), with the

remainder dedicated to executive support.

While you will be responsible for managing the CEO’s schedule and coordinating team logistics,

the primary focus of this position is to act as a strong supporter for our outbound marketing and

fundraising efforts. The ideal candidate will have a strong scientific background, enabling them

to understand and articulate the nuances of our technology—from AI-driven image analysis to

viral infectivity assays—with precision and professionalism.

This is a remote-friendly role (within CA, WA, or OR) with a strong preference for candidates in

the Santa Barbara area for occasional in-person collaboration. If you are a self-motivated

individual who thrives in a fast-paced startup environment and is driven to make a tangible

impact, we encourage you to apply.

The weekly commitment of 10-15 hours will be strictly prioritized to ensure the scientific

outreach and fundraising correspondence (70%) is completed first. The administrative tasks

(30%) will be handled as time allows within the allotted hours.

Key Responsibilities

Outbound Marketing & Fundraising Support (70%)

• Manage and execute outbound marketing and fundraising correspondence on behalf of

the CEO.

• Manage and execute initial outreach to prospective customers (e.g., pharmaceutical

companies, CDMOs/CROs, biotechs) by processing and tailoring communications for an

existing list/process, clearly articulating ViQi’s value proposition.

• Coordinate follow-up communications with clients, prospects, and potential investors,

ensuring timely and scientifically-informed responses.

• Draft, proofread, and edit emails, presentations, and other communications, paying close

attention to technical and scientific accuracy.

• Assist in preparing materials for sales meetings and investor pitches.

Administrative & Coordination (30%)

• Proactively manage and maintain the CEO’s calendar, including scheduling internal and

external meetings, appointments, and calls.

• Coordinate all logistics for the ViQi team’s attendance at trade shows and industry

conferences (registration, travel, materials, etc.).

• Plan and organize internal team events and get-togethers, both virtual and in-person.
• Handle confidential information with the utmost discretion.
• Perform other administrative tasks as needed to support the CEO.

Qualifications & Requirements

• Scientific Background: A Bachelor’s degree in a scientific field (e.g., Biology,

Biotechnology, Biochemistry, etc.) OR equivalent professional experience working in the

life science industry is required.

• Experience: Proven experience in an administrative, coordination, or support role (e.g.,

Executive Assistant, Administrative Assistant, Outbound Marketing Coordinator, Project

Coordinator).

• Communication: Exceptional written and verbal communication skills. You must be able

to understand and convey complex or nuanced scientific concepts clearly and

professionally.

• Organization: Impeccable organizational and time-management skills, with a keen eye

for detail.

• Tech-Savvy: High proficiency with modern productivity tools, including Google

Workspace (G-Suite), LinkedIn Sales Navigator, Slack, and calendar/scheduling

applications.

• Independence: A proactive, self-starter attitude with the ability to work independently,

prioritize tasks, and meet deadlines with minimal supervision.

Desired Attributes

• Direct experience with outbound sales outreach, lead generation, or supporting a

fundraising process.

• Familiarity with CRM software (e.g., PipeDrive, Salesforce).
• Experience working in a fast-paced startup environment.
• Based in or near Santa Barbara, CA.

Equal Opportunity

ViQi is an equal opportunity employer. We celebrate diversity and are committed to creating an

inclusive environment for all employees. All qualified applicants will receive consideration

without regard to race, color, religion, sex, gender identity or expression, sexual orientation,

national origin, disability, or veteran status.

To Apply

Please submit your resume and cover letter to [email protected]. Include your last name and

“Executive Assistant” in the subject heading.