Job Description

Executive Assistant, Senior Executive Assistant, to CEO. This is an exciting opportunity for a trusted partner to proactively facilitate the smooth flow of business activities on behalf of the company's CEO. You will provide executive-level support to a CEO and CFO while managing our office in close collaboration with our Administrative Team and Department Leaders within a high-growth, dynamic and fun working environment. Biotech or pharmaceutical industry experience strongly preferred but not required. Position is full time with benefits and will be on premise a minimum of 3x per week, and work hybrid 2x per week. Must be Covid vaccinated and comfortable working in a masked environment. Located at company's HQ in Brisbane CA.

Specific Responsibilities

• Managing complex calendars with utmost attention to detail, timeliness, and ensuring the schedule aligns with priorities and commitments
• Planning and executing logistics for meetings such as all-hands, offsites, and other activities
• Working closely with recruiting to schedule interviews
• Providing group-level support for the team including CDA and NDA execution, vendor purchase order management, conference registrations, and expense management
• Planning and coordinating domestic and international travel plans
• Responding to requests for assistance from and communicate professionally with members of the Board and Investors.
• Working closely with executives and leadership on coordination of culture and engagement initiatives including planning and logistics of company-wide events
• Assists with creation of POs and maintenance of PO tracking
• Creating and improving processes and procedures for various workflows/systems throughout the company
• Developing and maintaining relationships with building management services, vendors, caterers, IT, Human Resources, Legal and Accounting
• Initiating facility repair requests with building management and/or outside vendors and follows up through completion
• Maintaining office seating chart and help with space planning
• Coordinating necessary safety protocols to support a safe and healthful office
• Initiates and performs special projects, as needed

Key Qualifications

• 5+ years of related experience in a fast-paced corporate setting, start-up experience a plus
• Exercises independent judgement in the completion of tasks and works with little supervision in prioritizing responsibilities
• Must be able to handle highly confidential and sensitive information with the utmost discretion
• Excellent communication skills and professional demeanor when interacting with executives, employees, and external partners
• Superior organizational skills including strong attention to detail and accuracy, the ability to prioritize and organize multiple projects, meet deadlines, problem-solve, and multi-task
• Team-oriented, can-do attitude and desire to be productive contributor to the team (no job too big or too small)
• Proactivity and willingness to jump in when needed is essential
• Proficiency in MS Office, Outlook Calendar
• Ability to work effectively both onsite and remotely
• HS Diploma or equivalent