Executive Assistant Business Development

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Job description

Pleased to meet you, we are Galapagos and are undergoing a fundamental strategic transition. With the planned wind-down of our CAR-T business by year-end, the company will evolve into a lean, transaction-focused biotech centered around a core leadership team based mainly in US/Chicago/San Francisco and supported by approximately €3 billion in capital. The future organization will be built around high-calibre, strategically aligned individuals capable of deploying this capital to secure transformative, late-stage assets primarily in immunology and oncology.

We are looking for an Executive Assistant Business Development

Scope of the job

We are looking for a proactive and hands-on Executive Assistant Business Development to support a small, high-energy BD team in managing day-to-day activities and ensuring the smooth operation of our new Bay Area office. The ideal candidate is highly organized, resourceful, and thrives in a fast-paced biotech environment.

This role requires experience with SAP, as you will be responsible for overseeing the contract-to-pay process—from contract creation to invoicing—for the BD team. Strong communication skills are essential, as you will frequently liaise with assistants from potential target companies to schedule meetings and coordinate interactions. The role also demands the utmost confidentiality, given the sensitive nature of the information you will handle.

While this is primarily an administrative position, there are opportunities to learn about business development and the biotechnology industry, making it a great fit for someone eager to grow their expertise in BD.

Timing/ Location

We are looking for an individual to start as soon as possible – initially hybrid in our temporary office, but we are in process of finding and establishing a permanent office in the Bay Area and expect all Bay Area team members to be on-site most days of the week, which would be a coordinated set of days, communicated in advance.

Compensation

Annual salary ranges from $110-155K. In addition, bonus and a comprehensive set of benefits are available for full-time employees.

Your role

• Provide high-quality administrative support, including calendar management, meeting scheduling, and logistical coordination, including travel and expenses.

• Assist with complex scheduling tasks involving stakeholders across multiple time zones and geographies.

• Oversee the contract-to-pay process in SAP, ensuring contracts are executed accurately and invoices are processed efficiently.

• Prepare, format, and distribute presentations, reports, and briefing materials on behalf of executive leadership.

• Initiate and manage the flow of Confidential Disclosure Agreement execution externally and internally.

• Play a key role in establishing and operationalizing the new Bay Area office, supporting lease execution, vendor onboarding, and facilities coordination.

• Coordinate contracts and service agreements for office infrastructure (e.g., facilities, utilities, security, maintenance, cleaning, supplies).

• Oversee day-to-day office operations, ensuring a professional, secure, and efficient working environment aligned with executive standards.

• Help prepare materials for meetings, team off-sites, and strategic sessions.

• Coordinate special projects and operational tasks to support company growth and strategic goals.

• Uphold confidentiality and demonstrate sound judgment when managing sensitive information.

Job requirements

Who are you ?

• Bachelor's degree in business/finance/economics, life sciences, or related field is preferred.

• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and familiarity with relevant software applications such as SAP, Concur and SuccessFactors.

• Highly organized with exceptional attention to detail and the ability to manage multiple priorities under tight deadlines.

• Strong written and verbal communication skills, with a professional and diplomatic demeanor.

• Self-starter with the ability to work independently and as a collaborative member of a small team.

• Able to balance executive-level administrative support with hands-on office management responsibilities.

• Discrete, trustworthy, and capable of handling confidential and sensitive information with the utmost care.

• Familiarity with biotech or pharma industry terminology and dynamics is a plus.

• Demonstrated experience or interest in business development operations, including scheduling complex international meetings and working in a client- or partner-facing context.

What’s in it for you ?

At Galapagos, we prioritize your continuous growth and development, fostering a culture of empowerment. Our employees are the driving force behind our mission to lead in pharmaceutical research and innovation.

We offer a competitive compensation package and a supportive work environment with strong focus on your health and well-being. Join us in our journey towards sustainability, as we strive to make a lasting impact on both the industry and the planet.

Galapagos is dedicated to ensuring equal employment opportunities. Our hiring decisions are based on merit, considering qualifications, skills, performance, and achievements. We strictly prohibit discrimination against any employee or job applicant based on personal characteristics that are unrelated to their job.

We are Galapagos : together we can make it happen…!