Executive Assistant

About ZBiotics

At ZBiotics, we make genetically engineered probiotics that improve daily life. As a group of motivated, yet down-to-earth people, we are fueled by two things: a love for science and a commitment to being people-first. GMO products like ours – built to create benefits for people in their daily lives – are the future. As the first to market, we believe it’s our duty to set a high bar for product quality, safety, and transparency for others to follow.

In 2019, ZBiotics launched Pre-Alcohol™ – the world's first genetically engineered probiotic drink – designed to break down acetaldehyde, an unwanted alcohol byproduct. In 2024, we launched Sugar-to-Fiber™, a genetically engineered probiotic drink mix that creates fiber from the sugar you already eat, contributing to microbiome health.

With a full line of genetically engineered probiotics in development, our team is growing. We’re looking for people as excited as we are to build this new category of consumer products. ZBiotics is headquartered in San Francisco and backed by Y Combinator and other venture investors.

About the Role

ZBiotics is growing, and so are the demands on our executive team and the operations that keep our company running smoothly. As our Executive Assistant, you’ll be the person who makes everything else possible: keeping our executives focused on what matters most, making our headquarters run seamlessly, and bringing our team together through well-planned company events and offsites.

You’ll serve as core support to the Executive team across communications, scheduling and priorities. Across the company, you’ll own company-wide calendaring for our operating cadence, act as our on-site lead for headquarters administration, and take a lead role in planning company offsites. Your impact will be measured in efficiency and enablement: fewer dropped balls, clearer priorities, and more time for our leaders and team to do their best work.

This role requires regular in-person presence at our San Francisco headquarters and Lab space in Brisbane, CA. 

Your Responsibilities

The following are essential functions of this role:

Executive Support

• Manage complex, shifting calendars for the Executive team, proactively resolving conflicts and protecting time for high-priority work.
• Provide email and communications support, including triaging inboxes, drafting correspondence, and ensuring time-sensitive items are surfaced and addressed.
• Help executives prioritize their time and commitments, flagging what needs attention and what can wait or can be delegated. In other words, protect executive time; periodically audit recurring meetings and flag ones that execs can decline or delegate.
• Prepare for and capture key meetings, including agendas, pre-reads, notes, and action items. For high-stakes meetings (e.g., board meetings, Exec summits), also coordinate attendance, travel, rooms, breakfast/coffee, etc.
• Track follow-ups and chase action items to completion, keeping projects and commitments moving forward. Hold executives accountable to their commitments with persistent, friendly follow-up. You’re comfortable being the driver.
• Provide project management support on executive-led initiatives, including timelines, coordination, and status tracking.  Build and set up projects and tasks in company project management tools.
• Manage high-touch and sometimes-urgent product shipments to investors and VIPs.
• Work closely with the Chief of Staff to help Executive leadership function. The EA owns administrative logistics and execution; the Chief of Staff owns leadership processes and strategic coordination.

Company Administrative Support 

• Help manage company documentation and records (including filing documents in cloud-based file systems).
• Handle thoughtful relationship logistics, such as coordinating partner/vendor gifts, thank you notes, etc.
• Assist Finance with tracking down receipts and expense memos.
• Help coordinate document approvals and signatures, including sending out e-sign requests and documenting approvals.
• Help monitor the company voicemail (online via Dialpad) and certain administrative email accounts, helping triage inbounds.

Company Events, Offsites & Travel 

• Own company-wide calendaring for ZBiotics’ operating cadence, including all-hands meetings, leadership meetings, planning cycles, and recurring company rituals.
• Partner with the People Operations team on planning and executing company offsites and retreats, including venue sourcing, logistics, budgets, agendas, and on-site coordination.
• Book and manage travel across the company, balancing cost, convenience, and team experience.
• Partner with the People Operations team on culture, events, and workplace initiatives that build connections across our in-person and distributed team.

Headquarters Office Administration 

• Serve as the on-site point of contact for our San Francisco headquarters, ensuring the space is well-organized, stocked with supplies, and welcoming.
• Coordinate WeWork leases and space needs, including managing vendor relationships and planning for future workspace requirements.
• Manage incoming mail/packages and outgoing mail/packages.
• Assist the Customer Care team with last-minute, day-of shipping requests, product deliveries, and customization efforts.

About You

You're the person who always knows what's coming next. You anticipate needs before they're voiced, keep a dozen moving pieces organized without losing your calm, and take real pride in a well-run day, a smooth offsite, and an office people enjoy coming into. You're trusted with confidential information, comfortable working with senior leaders, and happy to roll up your sleeves when the work calls for it.

Desired Qualifications

• 5+ years of experience as an executive assistant supporting senior leaders, ideally more than one at a time.
• A track record of managing complex calendars, inboxes, and competing priorities with minimal direction.
• Experience planning events or offsites end to end, including vendors, budgets, logistics, and travel.
• Experience running office operations, facilities, or workplace administration.
• Clear, polished written communication and the judgment to know when to act, when to flag, and when to ask.
• Comfort with Google Workspace, Asana, Notion, and project management tools, and the curiosity to learn new ones quickly

Additional Helpful Experience

• Experience at a startup or small company where you’ve helped build new processes or policies from scratch
• Experience managing a coworking or flexible office arrangement.
• Experience in consumer products, food and beverage, or biotech is a plus.

This Role is Perfect For You If…

• You love being the person who makes everyone else more effective.
• You have no problem pushing people (and especially executives) for deliverables, following up, and — if necessary — pestering them to ensure a job gets done. You consider yourself a task-master.
• You’re comfortable holding senior leaders accountable, following up persistently, and making sure things get done.
• You thrive on variety: an executive calendar in the morning, an offsite budget after lunch, a shipment out the door by end of day.
• You stay steady when priorities shift and can pivot quickly without dropping anything.
• You notice the details others miss and fix small problems before they become big ones.
• You embody the ZBiotics values of People-first, Integrity, Citizenship, and Science

Benefits & Compensation

We believe in a life well-lived. ZBiotics offers competitive benefits for a life outside of work, including: health / dental, 401(k) matching, a flexible, unlimited paid time off policy, 16 weeks fully paid parental leave, a home office stipend, transit benefits for those in the San Francisco Bay Area, and access to co-working office space if located in or visiting San Francisco.

The base salary range for this position is $115,000-$135,000 a year, and will include additional equity.  

Employment at ZBiotics is at-will.

We Encourage You to Apply…

At ZBiotics, we value our differences, and we encourage all—especially those whose identities are traditionally underrepresented in tech organizations—to apply.

ZBiotics is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, genetic information, veteran status, or any other protected characteristic under applicable federal, state, or local law.

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

ZBiotics will provide reasonable accommodations for qualified individuals with disabilities in the application and employment process. If you need assistance or accommodation, please contact ZBiotics HR.