Executive Assistant

Overview:

The Executive Assistant / Office & Facilities Manager will perform a wide range of high-level administrative and operations activities to ensure a productive work environment and efficient office operations. This role will provide proactive support to the C-suite and board of directors by providing travel, calendar, and meeting management. This person will support other functional teams as needed through office management responsibilities.

The individual in this role provides high-level administrative support to senior executives, manages their calendars and travel schedules with close attention to detail, acts as a close partner with decision-making authority and often anticipating their needs, manages complex projects, events, and schedules, handles sensitive information, coordinates meetings and team activities such as calendar management and travel planning, interacts with external stakeholders, and generally ensures the smooth operation of their daily activities,

The individual in this role will also be serving as Front Office/Reception support, greeting guests,  maintaining operational supplies, and providing general administrative support. The EA will play a key role in planning team events and ensuring an open and productive work environment. This role will also require management of the facilities to ensure a safe work environment.

Responsibilities: 

• Serve as the initial, highly professional interface with key external contacts such as customers, investors, and vendors by demonstrating effective written and verbal communication with external as well as all internal contacts including management, board members, staff, and contractors
• Developing & maintaining strong working and business relationships with management, striving to provide excellent customer service
• Perform intermediate to advanced desktop publishing including word processing, spreadsheets, and presentations
• Draft, review, and/ or edit written material to ensure accuracy, neatness, correct punctuation, formatting, and grammar; recommend changes to improve readability and clarity
• Proactively managing the senior exeuctives calendars by scheduling meetings, appointments, and calls, including managing conflicts and prioritizing requests, including agenda preparation, materials distribution, travel bookings, and food and entertainment bookings for internal and external visitors or staff
• Gain an understanding of senior executives’ typical schedule and travel needs and preferences and support executives with a demonstrated proactive understanding of and attention to those details
• Transcribe information of a technical, confidential, and/or sensitive nature; may be required to take meeting minutes from time to time
• Make travel arrangements including booking domestic and international travel, including flights, accommodations, transportation, and coordinating itineraries.  Also responsible for accurate and timely processing of travel expense reimbursements for CEO and his/her staff through Concur system for payment or receipt documentation with proper coding
• Coordinate in-office daily lunch for staff, and as needed food service for other meeting needs
• Handling incoming and outgoing communications, including emails, phone calls, and letters, often requiring discretion in screening and routing.
• Assist with presentations and related collateral materials, including drafting and editing documents, presentations, reports, and correspondence on behalf of the executive.
• Assisting with specific projects and larger meetings by coordinating tasks, timelines, and deliverables, including quarterly board meetings, quarterly ELT meetings, quarterly SLT meetings, and quarterly earnings cycles.
• Assist with receiving of goods, if needed
• Help establish and maintain office systems such as electronic filing systems and office equipment
• Develop and demonstrate working knowledge of office systems and serve as primary “go to” person for frequently asked questions
• Support interface with external service providers such as facilities vendors, IT, etc.
• Office and common room/kitchen supply management
• Expedite vendor orders when required
• Place Purchase Orders from properly completed and approved purchase requisitions, if needed
• Collect properly authorized packing slips and proof of receipt
• Oversee facilities repairs and maintenance in collaboration with property management
• Identify and implement process improvements to enhance office efficiency and effectiveness.
  

Skills/Qualifications: 

• Associates’ or Bachelors’ degree in Business or the equivalent knowledge and experience required

• Requires a minimum of 7+ years of experience in a similar role, Medical Device / Life Science experience is a big plus
• Must demonstrate intermediate to advanced computer skills and software Application proficiency including expertise in Microsoft Office Suite (Word, Excel, PowerPoint, Teams, Sharepoint), Outlook email and calendar applications, and expertise in setting up appropriate audio / visual for meetings of various sizes.
• Proactive ability to identify potential needs and issues before they arise
• Ability to multi-task and prioritize multiple projects at one time to meet deadlines
• A track record of serious commitment to accuracy and quality while meeting goals or deadlines
• Demonstrated exceptional work ethic, and a “can-do” proactive service attitude
• Excellent organization skills and attention to detail
• Experience working across all levels of an organization and strong cross-functional collaborator
• Excellent written and verbal communication
• Assisting with specific projects by coordinating tasks, timelines, and deliverables.
• Proven experience handling confidential and sensitive information with the ability to exercise discretion and show good judgment; honesty, integrity, and trust building behaviors in all dealings is essential and required
• Must have excellent customer-service orientation, high degree of professionalism, and ability to work with limited direction
• Self-motivated, with initiative and the ability to take ownership of, and follow through with, assigned tasks
  

Physical Demands: 

• Sitting/standing: The role may require prolonged periods of sitting at a desk or standing during meetings, presentations, or customer interactions.?
• Computer use: Extensive use of computers and other electronic devices may be necessary for data entry, communication, and software navigation.?
• Phone calls: The job may involve frequent use of phones for calls, meetings, and conference calls.?
• Multitasking: The ability to multitask and manage multiple customer accounts or projects simultaneously may be required, which can be mentally demanding and occasionally stressful.?
• Occasional travel will be required.

For California, the base salary range for this position is $140,000-$190,000 (highly qualified) a year. The Company maintains highly competitive, performance-based compensation programs. 

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We are an Equal Employment/Affirmative Action employer. We do not discriminate in hiring on the basis of sex, gender identity, sexual orientation, race, color, religious creed, national origin, physical or mental disability, protected Veteran status, or any other characteristic protected by federal, state, or local law.