Executive Assistant to CEO - Qualia Life Sciences LLC

Executive Assistant to CEO

Full Time

Must live locally in San Diego County, California

Starts at $90,000+ DOE

Are you a proactive, resourceful, and detail-driven Executive Assistant who thrives on anticipating needs and streamlining workflows? We're looking for someone with exceptional organizational skills, an innate understanding of executive priorities, and the agility to handle the demands of a fast-growing wellness company. If you find joy in supporting leaders and empowering them to focus on high-impact decisions, this role offers an exciting opportunity to make a real difference.

You’ll be the right hand to our CEO, supporting multiple companies in the wellness industry. You are consistently two steps ahead, using your experience and intuition to prioritize effectively, communicate seamlessly with internal and external partners, and build trust across teams. Your meticulous attention to detail, ability to handle sensitive information with discretion, and capacity to bring order to complex initiatives make you an invaluable asset.

If you’re passionate about health and wellness, have a knack for optimizing executive performance, and enjoy a dynamic environment where you can contribute strategically, we’d love to meet you.

Qualia Life Sciences is a California-based health and wellness team focused on advancing the human quality of life.  We believe fully optimized human beings help create a better world.  We strive to provide the highest quality possible in every aspect of our products: the best science, the highest quality ingredient sourcing, the best delivery mechanisms, the highest quality information, and remarkable customer service. 

Key Responsibilities:

Executive Support & Prioritization

• Manage and prioritize the CEO’s daily schedule, appointments, and meetings, ensuring seamless preparation for all engagements.

• Act as the primary gatekeeper, assessing inbound requests and optimizing time allocation based on strategic priorities and long-term goals.

• Attend critical meetings, capture notes, and manage follow-up actions to keep projects and goals on track.

• Support communication flow between the CEO, internal teams, and external partners, maintaining alignment across multiple entities.

Strategic Task Management

• Track and manage project deadlines, executive goals, and high-priority tasks using Asana and other task management tools.

• Prepare agendas, reports, and presentations, summarizing key points and action items to facilitate informed decision-making.

• Draft and update strategy documents, incorporating insights from strategy meetings and aligning objectives.

Operational Coordination

• Handle sensitive and confidential information, ensuring efficient organization, secure access, and quick retrieval.

• Coordinate travel arrangements (domestic and international) for the CEO, including accommodations, transportation, and itineraries, while considering time zones and logistical needs.

• Oversee expense reports and reconciliations, ensuring timely submission and accurate records.

Relationship Management

• Interface regularly with key stakeholders, including board members, clients, and team members, representing the CEO and building positive relationships.

• Organize events, meetings, and company gatherings, preparing materials, setting agendas, and managing follow-up actions.

Special Projects & Initiatives

• Assist in the planning and execution of CEO-driven projects, handling research, analysis, and cross-functional coordination.

• Proactively identify and communicate potential roadblocks, coordinating solutions and resources as needed.

Qualifications:

• Experience: 3-8 years of combined experience in executive support, including at least 4 years directly supporting C-suite executives. Experience in high-growth or startup environments is preferred.

• Education: Bachelor’s degree or relevant work experience in executive assistance, administration, or a related field.

• Skills: Exceptional communication and relationship-building skills, meticulous attention to detail, and a high degree of discretion.

• Technical Proficiency: Advanced technical skills in Google Workspace, Microsoft Office, and Zoom, as well as familiarity with project management tools such as Asana.

• Industry Insight: Experience in consumer goods, e-commerce, wellness, or direct-to-consumer industries is beneficial.

• Personality Fit: Thrives on productivity, learns quickly, and excels in a fast-paced environment. The ability to be proactive, adaptable, and collaborative is essential.

Opportunity:

• To help develop a life-changing, category-defining life sciences company.

• To work with a team of cutting-edge thought leaders, scientists, entrepreneurs, industry experts, activists, and visionaries - and an extended team of global influencers.

• To learn a tremendous amount (about neuroscience, medicine, psychology, philosophy, evolution, business, leadership, communication, etc.) and be stretched and supported to grow personally and professionally.

• To be supported in optimizing your cognitive capabilities and psychological development with the best resources available anywhere.

• To apply your full talents and heart to a project worthy of dedication.

• To have your work, study, play, and contribution all be the same thing.

Key Culture Elements:

• A category-defining company focused on optimizing human well-being and capability globally.

• Advancing the cutting edge of consciousness studies, positive psychology, and neuroscience.

• Excited by the therapeutic potential of entheogens and empathogens while valuing sobriety and clear-mindedness.

• Philosophically aligned with ethical, intentional, human optimization.

• Extremely open-minded cultural values. 

• Focused on redesigning civilization to create sustainable abundance for all - rather than focusing on winning at this version of it.

• Partnered with many leading academic and scientific institutions with world-class partners.

How to Apply:

Please read the position description, responsibilities, and qualifications in their entirety.  If the position looks like a great match and you meet the minimum qualifications and possess the experience required, please consider applying.  We look forward to meeting you! 

Cover Letter Submission Required (resumes will not be considered without this):

We’d love to get to know you better! Please include a cover letter explaining why you feel you’re the perfect fit for this role and what excites you most about the possibility of working at Qualia Life Sciences. We encourage a sincere, personal reflection rather than a polished, AI-assisted response—your unique perspective and enthusiasm will help us understand how you envision contributing to our mission.

We offer a variety of high-quality Medical, Dental, Vision, Flexible Spending Accounts, Life, AD&D, Short—and Long-Term Disability, 401k with company contribution, Bonus Profit Plans, and wellness stipends.  We also offer free products to team members and generous discounts to friends and family.

Qualia Life Sciences is an equal opportunity employer and does not discriminate against otherwise qualified applicants on the basis of race, color, religion, national origin, ancestry, sex, age, mental or physical disability, pregnancy, sexual orientation, gender orientation, or expression, marital status or veteran status, or any other legally protected characteristic under applicable federal or state law. Applicants must be currently authorized to work in the United States on a full-time basis.

Our mission is to create products and education for radical human optimization, empowering people to realize their full potential.

qualialife.com

CALIFORNIA APPLICANT PRIVACY NOTICE